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User Groups Management - Permission Guide

Groups allow you to organize users into logical collections for easier permission management. Instead of assigning permissions to individual users, you can assign them to groups, making it easier to manage access for teams with similar needs.

Accessing Groups

To access Groups:

  1. Navigate to the workspace by clicking on it from the Workspaces page.

  2. In the workspace sidebar, click on “Groups” or navigate to /workspace/:workspaceId/groups.

  3. As a result, you’ll see the Groups page with a list of all groups in the workspace.

Viewing Groups

The Groups page displays all groups in the workspace in a list format. Each group card shows:

  • Group Avatar: A colored avatar with the group’s initial
  • Group Name: The name of the group
  • Description: A brief description of the group’s purpose (if provided)

Filtering Groups

You can filter the groups list to find specific groups:

Search by Name or Description:

  • Use the search bar to type a group’s name or description
  • Search is case-insensitive and matches partial text
  • Results update as you type

Filter by Project:

  • Use the project dropdown to filter groups by project assignment
  • Select a specific project to see only groups assigned to that project
  • Clear the filter to show all groups

Sorting:

  • Groups are automatically sorted alphabetically by name
  • You can click column headers to change sorting (if available)

Clear Filters:

  • Click the “Clear” button to remove all active filters
  • The button is only enabled when filters are active

Creating Groups

You can create new groups if you have the appropriate permissions.

To create a group:

  1. On the Groups page, click the “Create Group” button in the header.

  2. A modal “Create New Group” will appear. Fill in the following sections:

    Group Information:

    • Group Name: Enter a descriptive name for the group (e.g., “QA Team”, “Frontend Developers”, “Managers”). This field is required.
    • Description: (Optional) Add a brief description explaining the group’s purpose or membership criteria.

    Project Access:

    • Click “Add Project” to assign the group to projects
    • Select a project from the dropdown
    • Select a role for that project (determines what the group can do in that project)
    • Click the plus icon to add the project assignment
    • Repeat to add multiple projects with different roles
    • Use the trash icon to remove a project assignment

    Group Members:

    • Use the “Add Users to Group” multi-select dropdown
    • Search and select users from the workspace
    • Selected users will be added to the group
    • You can add users later after creating the group

  3. Click “Create Group” to create the group.

  4. As a result, the new group is created and appears in the groups list.

Viewing Group Details

To view a group’s details:

  1. Click on a group card from the groups list.

  2. As a result, the group details panel opens on the right side, showing:

    Group Information:

    • Group name and description
    • Edit button to modify group information

    Projects:

    • List of all projects the group has access to
    • Project name and assigned role for each project
    • Ability to add/remove projects and change roles

    Members:

    • List of all users in the group
    • User names and email addresses
    • Ability to add/remove members

Editing Groups

To edit group information:

  1. Click on a group card to open its details.

  2. Click the “Edit” button in the group details panel.

  3. The group information section becomes editable:

    • Modify the group name
    • Update the description

  4. Click “Save” to apply the changes.

To manage group project access:

  1. Open the group’s details panel.

  2. Click “Edit” to enter edit mode.

  3. In the “Projects” section:

    • Click “Add Project” to assign the group to a project
    • Select a project from the dropdown
    • Select a role for that project
    • Click the plus icon to add the assignment
    • To change a project role, select a new role from the dropdown
    • To remove a project assignment, click the trash icon

  4. Click “Save” to apply all changes.

To manage group members:

  1. Open the group’s details panel.

  2. Click “Edit” to enter edit mode.

  3. In the “Members” section:

    • Click “Add Member” to add users to the group
    • Select a user from the dropdown
    • Click the plus icon to add the user
    • Repeat for additional users
    • To remove a member, click the trash icon next to their name

  4. Click “Save” to apply all changes.

Deleting Groups

To delete a group:

  1. Open the group’s details panel.

  2. Click the “Delete” button at the bottom of the panel.

  3. A confirmation dialog will appear asking you to confirm the deletion.

  4. Click “Confirm” to delete the group.

  5. As a result, the group is deleted, and all members lose their group-based permissions. Individual user permissions remain unchanged.

Group Properties

Each group has the following properties:

  • Group ID: Unique identifier automatically assigned
  • Group Name: User-defined name
  • Description: Optional details about the group
  • Members: List of users in the group
  • Project Access: Projects the group has access to and their roles
  • Created Date: When the group was created

Permissions

Access to group management features depends on your role:

  • Workspace Owner: Full access to all features
  • Administrator: Can manage groups, assign roles
  • Workspace Manager: Can create groups
  • Team Member: Can view groups (read-only)
  • Viewer: Read-only access

Best Practices

When managing groups:

  1. Use Groups for Common Permissions: Create groups for teams with similar access needs (e.g., “QA Team”, “Developers”)
  2. Clear Naming: Use descriptive names for groups that indicate their purpose
  3. Group Descriptions: Add descriptions to groups to document their purpose
  4. Regular Audits: Periodically review group memberships and project access
  5. Consistent Permissions: Use groups to apply consistent permissions across team members
  6. Project-Specific Roles: Assign project-specific roles when groups need different permissions in different projects

Use Cases

Organizing Teams:

  • Create groups for different departments (QA, Development, Product)
  • Assign users to groups based on their team membership
  • Manage project access at the group level

Role-Based Access:

  • Assign project roles to groups for consistent permissions
  • Use groups to apply permissions to multiple users at once
  • Simplify permission management for large teams

Team Management:

  • Create groups for specific projects or features
  • Add or remove users from groups as team composition changes
  • Update group permissions without modifying individual user settings

Next Steps

  • Learn about Users to manage individual workspace members
  • Explore Roles to configure access control
  • Read about Project Management to understand project-level permissions

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