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.
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.
Create a group
Open Group Management
Go to Users and choose Manage Groups.
Create a group
Click New Group.
Name the group
Use a team or responsibility name that other administrators will recognize.
Add users
Add the users who belong together.
Review related access
Check whether the group needs Workspace membership or role changes.
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.
Groups, roles, and Workspaces
| Question | Check |
|---|
| Who belongs to this team? | Group. |
| What can this person do in Sofie? | Role. |
| Can this person see this project content? | Workspace membership or sharing. |
| Should several people receive the same project access? | Group plus Workspace membership where supported. |
Keep group names stable. If the group name changes every time a project phase changes, users and admins will have trouble understanding access later.
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.
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.
