Managing groups

A group is a named list of people, usually a team that cuts across departments, such as everyone who works on month-end close. It carries no permissions; other modules use it to scope who sees what.

What you'll need

• The Access Control app in your top bar.
• These permissions: Identity & Users · Group - Create, Identity & Users · Group - Update, Identity & Users · Group - Delete.
• Seeing the list needs Identity & Users · Group - List. Adding and removing members needs Identity & Users · Group - Update.

If Access Control isn't in your top bar, your role can't view it or your plan doesn't include it. Ask a workspace administrator, or see Permissions and module visibility.

Steps

1. Open Groups

   In Access Control, select Groups in the rail. Each row shows GROUP NAME, a MEMBERS count, DESCRIPTION and CREATED. Search by group name, Filter By (its Members tab) and Sort By (Name, Members or Created Date) narrow and order it.

   

   The Groups page with Groups ringed in the rail, listing AP Team, Implementation Consultants, Knowledge Champions, Leadership, Month-end close and Supplier onboarding with their member counts, descriptions and creation dates.

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2. Create the group

   Select Add Group. Enter a Group Name and, if you like, a Description, then select Create.

3. Add its members

   Open the group from its name, or from Manage in its MEMBERS cell. Under Manage Members, select Add Members, find people with Search by user name or email, and select each one. Every choice is saved as you make it; selecting a ticked person takes them out again.

4. Take people out

   Select Remove on a member's row, or tick several rows and select Remove above the table. Deselect All inside Add Members empties the group. None of these asks you to confirm.

   

   The Month-end close group page. Under Manage Members, Ben Foster's row is ticked and a ringed Remove button has appeared beside Add Members; Ellie Novak and Grace Adeyemi are unticked.

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5. Rename it

   On the group's page, select Edit Basic Details, change Group Name or Description in Basic Details, and select Update.

   

   The Edit Basic Details panel for Month-end close, with Group Name and the Description Everyone involved in closing the books each month, and Cancel and Update.

6. Remove it

   On Groups, select Remove under ACTIONS, then Yes, Remove in Remove Group?. The group and its memberships go; the people's accounts stay.

Filter By narrows the list to groups with members, or without.

What success looks like

• Group created successfully! appears and the group is listed.
• Each member you add or take out confirms itself by name, for example Alex Morgan added to this group., and their GROUP column on Users follows.
• Changes saved successfully! after a rename, and Group removed successfully! after removal.

Groups and departments

Groups and departments behave identically: a name, a description and members, with no permissions. Use whichever word fits, and put a person in as many of each as you need. You can also set someone's groups from their User Details, or pre-assign them in an invitation.

A group is offered wherever another module asks for Groups, as soon as it exists. Removing one gives no warning about where it is used, so check those settings first.

If something goes wrong

Symptom	Likely cause	What to do
Create stays greyed out, or the name shows an error.	The name is empty, outside 2-100 characters, or uses characters other than letters, numbers, spaces and . ' -.	Shorten or simplify the name.
A message says the group already exists.	Another group has that name.	Choose a different name.
A message says the person could not be added to this group.	The change was refused, often because your role lacks Identity & Users · Group - Update.	Ask an administrator for that permission.
Someone is missing from Add Members.	They have not accepted their invitation yet, or they were removed.	Pre-assign the group in their invitation, or check Invitations.
The page is replaced by 403 and Access Forbidden.	Your role does not allow that action.	Select Go Back and ask an administrator. See Permissions.

Next

• Managing departments - the same mechanics, for your structure.
• Managing users - setting someone's groups from their record.
• Managing roles - where permissions actually come from.