Custom roles option. A few rules in this article change if your organization has the Custom roles option. To find out, open the Roles tab in settings: the Create role button only appears there with the option.
A group lets you gather members of your organization to share folders and contract types with them all at once. Groups are managed from the Groups tab of your organization settings.
The Groups tab is reserved for Admins. With the Custom roles option, it is accessible to roles with the Groups permission, by default Admins and Super admins.
Understand the Groups page
The Groups tab lists all the groups of your organization, with for each one:
Members: the number of members in the group
Contract access, Folder access and Contract type access: the number of contracts, folders and contract types shared with this group
Create a group
To create a group:
Open your organization settings, then go to the Groups
Click Create a group
Choose an icon, give the group a name and add its members
You can also start from an existing group: from the row's action menu, click Duplicate.
Manage a group's members
From a group's page, the Members tab lets you add or remove members.
To add a member: search for them and select them
To remove one or more members: select them, then click Remove from group
To quickly add a member to several groups, open their profile in the Members tab and click Add to group.
Without the Custom roles option, any Admin manages all groups. With the option, you can only manage the groups you created or belong to yourself, including if you are an Admin. The Super admin can manage all groups without restriction.
If your organization uses SCIM, group management can be driven from your directory. In that case, a group panel opens in read-only mode: the name can no longer be edited, no member can be added, and the Save changes and Delete group buttons do not appear. Groups are then managed from your identity provider: Azure, Okta, OneLogin.
View and remove shared accesses
The Access tab of a group's page lists the folders and contract types shared with this group.
To remove an access:
Check the box of the relevant folders or contract types
Click Remove access
An Export button lets you download the list of accesses shared with the group.
Delete a group
Deletion is done from the group's page, not from the row's menu. Open the group, then click Delete group at the bottom of the page, and confirm by typing its name. As with member management, with the Custom roles option, only the group's creator, its members, or a Super admin can delete it.
Frequently asked questions
Can an Admin manage all the groups in the organization?
Yes, without the Custom roles option. With the option, no: an Admin can see all groups, but can only add or remove members from groups they created or belong to. This restriction protects sensitive groups, such as a group reserved for an executive committee.
Who can see the list of all groups?
Admins, and with the Custom roles option any member with the Groups permission, whatever their role. With the option, seeing a group in the list does not grant the right to manage it: as explained above, only its creator, its members, or a Super admin can add members to it or delete it.
Can I remove an access directly from the group's page?
Yes, the Access tab lets you select one or more folders or contract types and remove their sharing in a single action.
See also