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Creating user groups

Updated

If you manage a large team, updating settings for each person one at a time doesn't scale. User groups let you manage permissions and report access for several users at once, so a change to the group applies to everyone in it.

This article covers how to create a user group and what each of its three tabs does.

Creating a user group

  1. Go to Tools & settings > File maintenance > User groups.
  2. Click New at the top of the screen.

From here, you'll set the group up across three tabs: Details, Users and Reports.

Details tab

Use this tab to name the group and control how it behaves.

  1. Give the group a clear name, such as Administrators or Project Managers.
  2. Tick Exclude group from saving views if you don't want members saving their own filtered views of reports or tables for later use.
Note: Ticking Exclude group from saving views stops members creating saved views, but doesn't affect any views already saved before they joined the group.

Setting group permissions

Every tab includes a Make this group a permissions group option. Ticking this brings up the same permission tick boxes you'd see when amending user permissions, but applied to the whole group instead of one person.

Note: Once a group is set up as a permissions group, individual permission settings at user level are switched off for its members. This avoids the two levels conflicting with each other.

Users tab

This is where you manage who belongs to the group.

  1. View the current list of members.
  2. Add users to the group.
  3. Remove users as needed.

Reports tab

Use this tab if you want to restrict the group to a specific set of reports.

  1. Select the reports you want the group to have access to.
  2. Name them if you want them to appear differently for the group.

If you leave this tab blank, the group falls back on whatever report restrictions are already set at user level, or no restrictions at all if none exist.

Tips

  • Use group permissions for anyone with a standard role, like project managers or account handlers. It keeps their access consistent and easy to update.
  • Only tick Make this group a permissions group once you're ready. Remember it switches off individual permission control for every member.
  • Leave the Reports tab blank unless you specifically need to restrict access. Otherwise, existing user-level settings still apply.
  • Review group membership regularly, especially after starters, leavers or role changes, so access stays accurate.

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