You can organise users into groups to manage them as group members all at once for two main purposes:
- To facilitate communication – broadcast information to groups rather than to each user separately, for example in conversations and comments. For each group, you can also activate the mailing list feature and send emails to groups. Read further "Mailing list option for groups".
- To manage access rights – define access rights for all members of a group at once instead of defining the rights for each user by setting the access rights at the group level. Read further "How to manage access rights of users and groups".
Tip: When working with a large number of users, it is recommended that you first create the groups you want to use and define the access rights for these groups. Then you can invite users to the project workspace and add them to the groups that will give them relevant access rights.
Note: By adding a user into a group, note that the user will immediately inherit the access rights and responsibilities of this group.
Groups' access levels
There are two types of access levels for groups:
- Open – groups are open to every user in a project workspace, that means that users can join and leave a group without any permissions and approvals.
- Restricted – groups are not open to every user, in order to join a restricted group users have to send a request, the request must be then approved by the Admin or Manager level user or by the Group Manager (the Admin and Manager level users, as well as Group Managers can add users into restricted groups at any time).
Private groups cannot be seen or found by non-group members, users can only be added to a group by the Admin and Manager level users or by the Group Manager (read here how to change a Group Manager).
- All users can access the "Groups" section, view available groups and join open groups and request access to restricted groups. Private groups can only been seen by group members.
- You must be the Admin or Manager level user to create a group, to manage a group you must be the Admin or Manager level user or the Group Manager (see "Roles, access levels, and access rights").
- Each group requires at least one user, thus a group may have only one user.