Manage user groups

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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 it 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 method 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. The group permissions remain the same while the users within the group changes.

Create user groups

Applicable role: System Administrator

When you are creating groups, you can either choose to create the groups one-at-a-time in the Admin Console. Or, you can use a CSV bulk upload procedure to create multiple groups in one go.

  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.

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

  1. While working on user groups in the Admin Console, click  in the upper-right corner of the User Groups page.

  2. Choose Add User Group by CSV from the drop-down list.

  3. In the Add User Groups by CSV dialog box, click Download CSV Template, and choose Standard template.

  4. Update the downloaded CSV file with the following data of user groups that you want to add:

    CSV file field

    Description / Notes

    User group name

    (Mandatory) Can have a maximum of 255 characters

    Description

    (Optional) Can have a maximum of 255 characters

    User group admins

    (Mandatory) Multiple admins can be assigned by separating each admin with a comma and enclosing the list within quotes. The entry for each admin must include the user's identity type, followed by a hyphen, and then the email address:

    '<identity type>-<email address>,<identity type>-<email address>...'

    For example:

    'Federated ID-test-account@acme.com,Enterprise ID-test-user@acme.com'

    Depending on the application used to create the CSV, the app may add additional quotes upon save, which causes the processing to fail. It's a good practice to inspect the raw CSV in a simple text editor to ensure that each field has only one opening and closing quote.

    In the CSV, you cannot include users (as admins) who are not currently part of the organization in the Admin Console.

    Assigned product profiles

    (Optional) You can assign multiple product profiles by separating each profile with a comma and enclosing the list within quotes. However, the product profiles that you include, must already be set up for the organization.

    Similar to adding multiple admins (described above), when adding multiple profiles, the profiles must be surrounded with a single set of quotes.

    For example:

    'Default Adobe Target configuration 2, Default Photoshop configuration'

    Ensure that you specify the Product Profile name and not the product name.

  5. Drag the updated CSV on to the Add User Groups by CSV dialog box and click Upload.

    Note:

    You can upload a CSV file size of up to 10 MB.

You're taken back to the User Groups page. The list may not currently display the groups that you added using the CSV. This process can take a few minutes. The list is updated when the bulk operation is complete.

After the bulk operation is complete, you receive an email. You can also view a detailed report of the operation via Bulk Operation Results.

Edit user groups

Applicable role: System Administrator

In the Admin Console, you can edit the name or description of an existing user group. However, if you use the CSV bulk upload procedure, you can also edit the user group admins and products profiles that are currently assigned to this group. You can add or remove user group admins and product profiles of the group.

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

  2. In the list of user groups, click the name of the user group that you want to edit and then click Settings.

  3. Update the name and description of the user group and click Save.

  1. While working on user groups in the Admin Console, click  in the upper-right corner of the User Groups page.

  2. Choose Edit User Groups by CSV from the drop-down list.

  3. In the Edit User Groups by CSV dialog box, click Download CSV Template, and choose Standard template.

    The template CSV file is downloaded to your computer.

  4. Click Cancel to close the Edit User Groups by CSV dialog box.

    You are taken back to the User Groups page.

    For each group that you want to edit, you must include the following details in the CSV that you downloaded in the previous step:

    • Description
    • Group admins assigned
    • Product profiles assigned

    After the CSV is downloaded to your computer, open it is any editor of choice.

  5. To get the above details for a group, click the group name in the User Groups page.

    You are taken to the page that contains the details of the selected group.

  6. Click Settings.

  7. In the settings dialog box, copy the group name and paste it in the User Group Name field of a row in the CSV.

    Note:

    The group name is used, internally, by the bulk procedure, to uniquely identify the row in the CSV. For this reason, you cannot edit the group name. If you want to edit the group name, use the manual procedure described above.

    To retain the description, copy the description and paste it in the Description field of the row in the CSV.

    To remove the description, ensure that the description field in the CSV row is empty.

    To create a new description, enter the new details into the CSV row.

  8. Click Cancel to exit the dialog box.

    You are taken back to the page that contains the details of the selected group.

  9. Navigate to the Admins tab.

  10. Enter the admin email addresses and identity types in the User Group Admins field of the CSV row in the following (comma separated) format enclosed within single quotes:

    '<identity type>-<email address>,<identity type>-<email address>...'

    For example:

    'Federated ID-test-account@acme.com,Enterprise ID-test-user@acme.com'

    Depending on the application used to create the CSV, the app may add additional quotes upon save, which causes the processing to fail. It's a good practice to inspect the raw CSV in a simple text editor to ensure that each field has only one opening and closing quote.

    To add admins to the group, add their details (email addresses and identity types) in the format described above.

    To retain admins in the group that you are editing, you must include their details.

    To delete admins from the group, ensure that you exclude (or remove) their details.

    You cannot include users (as admins) who are not currently part of the organization in the Admin Console.

  11. Navigate to the Assigned Product Profiles tab.

  12. Enter Product Profile names  in the Assigned Product Profiles field of the CSV row in the following (comma separated) format enclosed within single quotes:

    '<Product Profile name>,<Product Profile name>,...'

    For example:

    'Default Adobe Target configuration 2, Default Photoshop configuration'

    Note:

    The product profiles that you add to the CSV file, must already be set up for the organization.

    Ensure that you specify the Product Profile name and not the product name.

    Depending on the application used to create the CSV, the app may add additional quotes upon save, which causes the processing to fail. It's a good practice to inspect the raw CSV in a simple text editor to ensure that each field has only one opening and closing quote.

    To add product profiles to the group, add their details (Product Profile names) in the format described above.

    To retain product profiles in the group, you must include their details.

    To delete product profiles from the group, ensure that you exclude (or remove) their details from the CSV row.

    To add product profiles, they must already be set up for the organization.

  13. After you have completed the steps 5 through 12 for all the groups that you want to edit, save and close the CSV file.

  14. Drag the updated CSV on to the Edit User Groups by CSV dialog box and click Upload.

    Note:

    You can upload a CSV file size of up to 10 MB.

You're taken back to the User Groups page. Any updates that you make to the groups in this list, may not be currently visible. This process can take a few minutes. The updates are available when the bulk operation is complete.

After the bulk operation is complete, you receive an email. You can also view a detailed report of the operation via Bulk Operation Results.

Add users to groups

Applicable role: Product Administrator, System Administrator

Note:

Product admins cannot add new users to groups. They can only add the users that already exist in the org.

To add users to a user group, follow these steps:

  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 a name or email address. You can search for existing users or add new users by specifying a valid email address, and filling the information on the screen.

    You can add up to ten users here. To add more, repeat the above steps after saving the changes.

    Add users to user group

  4. Click Save.

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.

    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 receive an email. You can also view a detailed report of the operation, on the Product profiles > Bulk operations Results page.

For troubleshooting tips for bulk uploading to the Admin Console, see Troubleshoot bulk user upload.

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.

To add administrators to a user group, follow these steps:

  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 admin.

    The details of the selected user group are displayed.

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

  4. Enter a name or email address. You can search for existing users or add new users by specifying a valid email address, and filling the information on the screen.

    You can add up to ten admins here. To add more, repeat the above steps after saving the changes.

    Add admins to user group

  5. Click Save.

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

Assign Product Profiles to User Groups

Applicable role: Product Profile Administrator, System Administrator

You can assign product profiles to user groups. So, 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 Assign Product Profile.

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

    Assigning more than 75,000 user group to profile

    If group has more than 75,000 users:

    If this group has more than 75,000 users, you're prompted with the following warning. You can still proceed. However, we recommend that you don't assign such large groups of users since you'll likely experience performance issues when this request is processed on the Admin Console.

    If group has more than 200,000 users:

    If this group has more than 200,000 users, you're prompted with the following error. You're not permitted to assign a product profile to a group with more than 200,000 users, you'll need to contact us. To contact us, navigate to the Admin Console > Support. Learn more about the available, Support options.

    Assigning more than 200,000 user group to profile

  4. Select the product profiles to add to the user group.

    Read about how to manage products and product profiles.

    Assign products and profiles

  5. Click Save.

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

The list now displays the product profiles you 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.

User groups and asset sharing

Adobe Creative Cloud end users can collaborate on folders, libraries, and Adobe XD cloud docs with other users by sharing these assets publicly or privately. Private sharing is available for individual sharing recipients and groups. Active-Directory synced-groups and user groups are part of an Organization’s address book and can be used as sharing recipients on assets owned by the organization. Currently, group sharing is only available in Adobe Xd.

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 no longer have access to the associated products.

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

  2. In the list of user groups, click the check box to the left of the user groups to delete. 

  3. Click Remove User Groups.

  4. In the confirmation dialog box, click Remove User Groups.

Remove users from groups

Applicable role: User Group Administrator, System Administrator

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

  2. Select the check box to the left of the users in the list.

  3. Click Remove Users.

  4. In the confirmation page, click Remove Users.

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 provides the structure of data required.

    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 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, to add users from one group to another, you can download the user list from the source group and then add to the other group. To remove the users from the source group, you can use the same file.

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 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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