Groups

Groups are a collection of users with a set of permissions assigned to them. Users with the appropriate permissions can leverage Groups to assign checks and balances on what actions users can take within their organization or project. Groups are classified into system groups, which are native to Experlogix Documents, and custom groups that you create within your project.

Groups interface listing custom and system user groups with descriptions.

Groups List View

The groups list view inside the permissions tab displays all groups and related metadata fields in the project.

Index No.

Field Name

Purpose

1

Name

 Displays the name of the group.

2

Description

A summary or explanation of the group.

3

Type

 The type of group, it is either system or custom.

4

Members

 The total number of members in a group.

5

+ Create

Opens the Create custom group dialog to allow users to create custom groups.

System Groups

System groups are native to Experlogix Documents and cannot be removed.

Use Case

Elena Rodriguez a Project Administrator and she needs to be able to allow her divisions to assign users to additional groups based on their responsibilities. In this case Mia could do the following:

  • Users who need to only work with content would be assigned as Content Contributors

  • Users who need to work with data sets, content and more would be assigned as Contributors

System Groups and Permissions:

Permission Level Group Name Description
Organization level group Organization administrators Members of this group can perform all operations at the organization level.
Project level groups Owners Members of this group can perform all operations and have always access to all objects within the project.
Project level groups Administrators Members of this group can perform all operations within the project.
Project level groups Contributors Members of this group can add, modify and delete items within the project.
Project level groups Content Contributors Members of this group can add, modify and delete content within the project.

See Permissions to understand different operations you can perform based on your group.

Custom Groups

Custom groups are collections you create within a project to control user permissions more precisely. Users with the Manage groups permission, Owners and Administrators, can set up these groups. You can customize them with unique names, descriptions, and member lists to fit your project’s needs.

Interface highlighting custom user groups created within a project.

Use Case

Chloe White, a Project Administrator, customizes permissions for specific custom groups based on project requirements. This strategy helps manage responsibilities, maintain project integrity, and enhance security and compliance. Here’s how Chloe sets up these groups:

  • Quality Assurance Reviewers: Chloe creates a group with with all view permissions, ensuring Quality Assurance reviewers can access all necessary content and data without making changes. This means they are denied write and delete permissions, thus maintaining the integrity of the review process.

  • Documentation Editors: Chloe creates a group with view permissions for data sets and templates, and write permissions for content. This setup allows them to edit and maintain documentation without the ability to delete content, reducing the risk of accidental data loss.

Procedures

Administrators and owners can use custom groups to tailor user permissions to specific needs, ensuring users have the correct access for their roles. This document explains how to create custom groups and manage these custom groups in your project.

Creating a Custom Group

Follow these steps to create custom groups within the project settings page.

1. Inside your project, select Project settings.

Interface showing selection of Project Settings to create a custom group.

2. Select the Permissions tab.

Permissions tab in Project Settings selected for custom group management.

3. Select the Create button.
4. Give a proper name and description to your custom group.

Custom group creation dialog requesting group name, description, and users.

5. From the dropdown menu, select the users to add them to this custom group.
6. Select the Create button.

Permissions tab of the newly created custom group displays.

Confirmation message displaying successful custom group creation.

Setting Permissions for a Custom Group

Follow these steps to customize permissions for a specific custom group.

1. Select a custom group.

Custom group interface showing permissions management options.

Permissions tab of the custom group displays.

Permissions tab of custom group selected for editing access controls.

2. On this tab, set the permissions for each action within different scopes for users of this custom group. The default permission for all actions is set to Not set. You can set the permission to Deny or Allow from the dropdown. See the Scope and Actions table for an overview on each setting.

Permissions editing interface showing action-level permission dropdowns.

For example, allow the Documentation Editors group to write and view content by setting the write and view content actions to Allow within the content scope. Deny the delete action within the same scope, as this group doesn’t require deletion capabilities. The permission system defaults to Deny, so Not set is treated as denied unless overridden by another group’s permissions. Explicitly setting Deny ensures that even if another group allows it, the deny will take precedence.

3. Select Save.

The success message displays.

Success message confirming custom group permissions saved successfully.

Scope and Actions table

Scope Action
Project Export a package
Project Import a package
Project Manage project permissions
Data set Delete data set
Data set View data set
Data set Manage data set permissions
Data set Write data set
Template Delete template
Template View template
Template Write template
Content Delete content
Content Manage content permissions
Content View content
Content Share content
Content Write content
Service Hook Delete service hook
Service Hook View service hook
Service Hook Write service hook
Language Delete language
Language View language
Language Write language

Managing Custom Groups

Managing custom groups within a project is crucial for maintaining an organized and secure workflow. This section provides comprehensive guidance on managing, modifying group details, updating member lists, and effectively deleting custom groups.

Modifying Group Details

Once a custom group is created, you may need to update its details. Here’s how to modify a group's name and description:

1. Navigate to the group you want to edit.

Interface showing the custom group selection for editing details.

2. Select the Settings tab.

Interface view for updating name and description of a custom group.

3. Select Save after making the necessary changes.

The success message displays.

Success notification confirming group details updated successfully.

Updating Members List

This document outlines the procedures for adding and removing members from a custom group. By regularly updating the member lists, project administrators can ensure that team members have access to perform their tasks effectively.

Adding Members to a Custom Group

Follow the steps below to add members to a custom group via the Members tab.

1. Navigate to the group to which you want to add users.

Interface for selecting a custom group to update its members.

2. Select the Members tab.

Members tab displaying current members of the selected custom group.

3. Select Add.
4. Select users from the dropdown.

User selection dropdown showing options to add members to the group.

5. Select Add.

The success message displays.

Confirmation message indicating new members added to custom group.

Removing Members from the Custom Groups

1. Navigate to the Members tab.

Custom group's Members tab showing current group members.

2. On the Members list view, select the member you want to remove.
3. Select Remove.
4. On the confirmation modal, select Remove

Confirmation dialog to confirm removal of a member from custom group.

The success message displays.

Notification indicating successful removal of a group member.

Deleting Custom Groups

Deleting custom groups within a project is a critical task. Over time, as project requirements change, some custom groups may become obsolete or redundant. Deleting these groups helps keep the project settings clean and relevant.

1. Inside your Project Settings, select the Permissions tab.

Project Settings Permissions tab showing custom groups for deletion.

2. On the Groups list view, select the group you want to delete.
3. Select Delete.
4. On the confirmation modal, select Delete.

Confirmation dialog asking to confirm deletion of a custom group.

The success message displays.

Message confirming successful deletion of a custom group.

See Also

Permissions

Users