Groups

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

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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

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