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

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.

Create a single user group

  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.

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

Create user groups in bulk

  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.

    Add user groups by CSV
  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 Needs to be less than 255 characters
    Description Needs to be less than 255 characters
    User group admins

    Multiple admins can be assigned by separating each admin with a comma and enclosing the list within quotes. The entry for each admin needs to 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,Adobe ID-test-admin@acme.com'

    Depending on the application used to create the CSV, the app may add additional quotes upon save, which will cause the processing to fail. It's a good practice to inspect the raw CSV in a simple text editor to ensure each field has just 1 opening and closing quote.

    In the CSV, you can include users (as admins) who are not currently part of the organization in the Admin Console. When the CSV is processed, the user will be added as an admin. Also, an email is sent to the user to join the organization. The user must accept the invite to sign into the Admin Console and manage the user group.

    Assigned product profiles

    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.

    Poznámka:

    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 just added using the CSV. This process can take a few minutes. The list is updated as soon as the bulk operation is complete.

After the bulk operation is complete, you will 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. This means that you can add or remove user group admins and product profiles of the group.

Edit a single user 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.

Edit user groups in bulk

  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.

    Edit user groups by CSV

    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 need to 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.

    Poznámka:

    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 need 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 Admin 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,Adobe ID-test-admin@acme.com'

    Depending on the application used to create the CSV, the app may add additional quotes upon save, which will cause the processing to fail. It's a good practice to inspect the raw CSV in a simple text editor to ensure each field has just 1 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 can include users (as admins) who are not currently part of the organization in the Admin Console. When the CSV is processed, the user will be added as an admin. Also, an email is sent to the user to join the organization. The user must accept the invite to sign into the Admin Console and manage the user group.

  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'

    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 will cause the processing to fail. It's a good practice to inspect the raw CSV in a simple text editor to ensure each field has just 1 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, these 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.

    Poznámka:

    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 currently visible. This process can take a few minutes. The updates will be available as soon as the bulk operation is complete.

After the bulk operation is complete, you will 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

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 are prompted to create a new user. Enter the user details, an invitation email is 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.

Poznámka:

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.

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.

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 are prompted to create a new user. Enter the user details, an invitation email is 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 allows 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 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.

Poznámka:

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 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 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 check box 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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