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Groups organize users. They help administrators manage people as teams instead of as individual accounts. Use groups for user organization. Use roles for permissions. Use Workspace membership for project-specific content access.

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Good group uses

Groups work well for:
  • Departments.
  • Site teams.
  • Project teams.
  • Review boards.
  • External collaborator sets when allowed.
  • Training cohorts.
  • Workspace member administration.
Good group names:
  • QA reviewers.
  • MSAT tech transfer.
  • Validation authors.
  • Manufacturing SMEs.
  • Regulatory reviewers.

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Create a group

1

Open Group Management

Go to Users and choose Manage Groups.
2

Create a group

Click New Group.
3

Name the group

Use a team or responsibility name that other administrators will recognize.
4

Add users

Add the users who belong together.
5

Review related access

Check whether the group needs Workspace membership or role changes.

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Group maintenance

Review groups when:
  • A project closes.
  • A department changes.
  • New users join.
  • A user changes teams.
  • A reviewer group changes responsibility.
  • A Workspace should no longer be shared with that group.

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Groups, roles, and Workspaces

Keep group names stable. If the group name changes every time a project phase changes, users and admins will have trouble understanding access later.

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Avoid group sprawl

Too many groups make access harder to review. Avoid creating a new group when:
  • A Workspace membership change is enough.
  • Only one person needs access.
  • The group will be used for less than a short project phase.
  • A role change would be more accurate.

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Offboarding and group cleanup

When a user leaves a team:
  • Remove the user from groups they no longer need.
  • Check Workspace memberships tied to those groups.
  • Confirm they no longer receive unrelated notifications.
  • Review role assignment if the group reflected an elevated responsibility.

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Group branding

Group branding lets administrators set the document logo and colors for members of a group. Use it when a department, site, client team, or project group should use different generated document branding than the organization default. Group brand fields include:
  • Logo.
  • Primary color.
  • Secondary color.
Blank group brand fields inherit from organization branding. If personal branding is enabled, a user’s personal brand fields take precedence over group branding.
1

Open the group

Go to Users, choose Manage Groups, and open the group.
2

Find Group Brand

Use the Group Brand section.
3

Update logo and colors

Upload or remove the logo, then set Primary and Secondary colors.
4

Save

Click Save.
See Document branding for the full organization, group, and personal branding hierarchy.