A user group is a collection of different users that have to be given a shared set of permissions. There are various permissions across different products that have to be assigned to many users in varying order. Managing permissions by user is not a sustainable model.

For example, say that you have a department and you want to assign a product to every member of the department. One way to do this would be to modify the individual permissions of every user in the department and assign the product to each of them. The more convenient method is to create a user group containing all the members of the department and then assign the product to that user group. This allows the administrator to be decoupled from the management of every user. You could later add more users to that group or remove users from the group. As you do this, the group permissions remain the same while the users within the group changes.

Create user groups

Applicable role: System Administrator

  1. In the Admin Console, navigate to Users > User groups.

  2. In the upper-right corner, click New User Group.

    The Create a New User Group screen is displayed.

    ceate-new-user-group
  3. Enter a name and description for the user group you want to create and click Save.

You're taken back to the User Groups page. The list now displays the group you created.

Add users to groups

Applicable role: Product Administrator

Follow these steps to add users to a user group

  1. While you are working with user groups, in the list of user groups, click the group name to which you want to add the user.

  2. Click Add User.

  3. In the Add User screen, enter the name or email of the user and pick the user from the drop-down list that is displayed.

    If the user you are adding is not currently added to the Admin Console, you can enter the user's email address. You will be prompted to create a new user. Enter the user details, an invitation email will be sent to the user.

  4. Click Add User.

  5. The Add User screen is displayed for you to add more users to this group.

    Click Cancel to go back to the user group details page.

Add multiple users to a group

You can simultaneously add multiple users to a group. If, for example, you want to copy the users (or a subset) from one group to another, you can export the users from one group and then add them to the other group.

Note:

This procedure adds existing users to groups. If you want to add users to your organization and to groups in one go, see Add multiple users.

  1. While you are working on a group in the Admin Console, click  in the upper-right corner of the group page.

  2. Click Add Users by CSV.

  3. In the Add Users by CSV dialog box, click Download CSV template and choose either Current user list (recommended) or Standard template.

    add-users-by-csv

    For a description of the fields in the downloaded file, see CSV File format.

  4. Edit the downloaded file with the data of users that you want to add to the group.

  5. In the Add Users by CSV dialog box, either drag and drop the file or click the Select a File button and select the file on your computer.

  6. Click Upload.

After the bulk operation is complete, you will receive an email. You can also view a detailed report of the operation, on the Product profiles > Bulk operations Results page.

Add Admins to groups

Applicable role: System Administrator

You can delegate the task of administering a group to Group Administrators. These administrators can then manage the users of that group.

Follow these steps to add administrators to a user group

  1. In the Admin Console, navigate to Users > User groups.

  2. In the list of user groups, click the user group to which you want to add the user.

    The details of the selected user group are displayed.

  3. Navigate to the Admins tab and click Add Admin.

  4. In the Add Admin screen, enter the name or email of the user and pick the user from the drop-down list that is displayed.

    If the user you are adding is not currently added to the Admin Console, you can enter the user's email address. You will be prompted to create a new user. Enter the user details, an invitation email will be sent to the user.

  5. Search for and select one or more users to add to as administrators to the user group.

  6. Click Add Admin.

  7. The Add User screen is displayed for you to add more users to this group.

    Click Cancel to go back to the user group details page.

You're taken back to the Admins tab. The list now displays the Admin you just assigned to this group.

Assign Product Profiles to User Groups

Applicable role: Product Profile Administrator

You can assign product profiles to user groups. This will allow all the users in that group to receive the same set of product permissions.

  1. In the Admin Console, navigate to Users > User groups.

  2. In the User Groups list, select the user group to which you want to add a product profile.

  3. Navigate to the Assigned Product Profiles tab and click Assigned Product Profile.

    The list of products that display are based on your organization's purchase plan.

  4. Click on a product in the list and then enter and select the product profile for this product.

    For more details on products and profiles, see Manage products and profiles.

  5. Click Save.

You're taken back to the Assign Product Profiles tab.

The list now displays the product profiles you just added to this group.

As a product profile administrator, you can also add user groups to product profiles while you are working with product profiles.

Note:

As a Group Administrator, to remove a user from a group, select the user on the Users tab for the required group and click the  icon in the upper-right area of the screen.

Remove user groups

Applicable role: System Administrator

As a System Administrator, you can choose to remove one or more user groups in the Admin Console.

When you remove a user group, the users in that group are still retained in the Admin Console. However, if you have assigned product profiles to this group, then the users in the group will no long have access to access to the associated products.

  1. In the Admin Console, navigate to Users > User groups.

  2. In the list of user groups, click the checkbox to the left of the user group or groups that you need to delete.

  3. Click Remove User Group(s).

  4. In the confirmation dialog box, click Remove User Group(s).

Remove users from groups

  1. While you are working with user groups, in the list of user groups, click the group name to which you want to add the user.

  2. To delete one or more users, click the checkbox to the left of the users in the list.

  3. Click Remove User(s).

  4. In the confirmation page, click Remove User(s).

You're taken back to the details page.

Remove multiple users from a group

You can use the bulk remove users procedure to simultaneously remove multiple users from a group. For example, if you want to move a number of users from one group to another, you can remove them from one group and add them to the other.

  1. While you are working on a group in the Admin Console, click  in the upper-right corner of the group page.

  2. Click Unassign Users by CSV.

  3. In the Unassign Users by CSV dialog box, download the Sample template of the CSV file that will provide you with the structure of data required.

    unassign-users-by-csv

    For a description of the fields in the downloaded file, see CSV File format.

  4. Open the CSV file in Excel and edit the file such that it must contain only rows for the users that you want to remove from this group.

  5. In the Unassign Users by CSV dialog box, either drag and drop the file or click the Select a File button and select the file on your computer.

  6. Click Upload.

After the bulk operation is complete, you will receive an email. You can also view a detailed report of the operation, on the Product profiles > Bulk operations Results tab.

Export group users

You can download data for users for a group. For example, if you want to add users from one group to another, you can download the user list from the source group and then add them to the other group. If you want to then remove the user from the source group, you can use this same file to remove these from the source group.

The CSV file that you download contains the data as defined in the CSV File format section.

  1. While you are working on a group in the Admin Console, click  in the upper-right corner of the group page.

  2. Click  and choose Export users list to CSV.

  3. Choose a folder location to download the file and click OK.

Bulk Operations Results

When you run a bulk operation such as adding or removing multiple users of a group, you will receive an email. In addition, you can view the details of the bulk operation in the Bulk Operations Results page.

  1. While you are working on a group in the Admin Console, click  in the upper-right corner of the group page.

  2. In the drop-down list, choose Bulk Operation Results.

  3. To view the details for a batch process, click the operation name in the list.

  4. In the details page, click Download results to download a CSV file for a detailed report on the batch process.

The Batch Operation Results page displays reports that are 90 days old or less. Reports that are more than 90 days old are automatically removed, without the interference of a System Admin.

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