About groups

With 'Groups' you can pool selected users into groups and organize many users' responsibilities and involvements in a project. 

'Groups' enables to manage many users at the same time for two main purposes:

  • Facilitating communications: Create distribution lists to broadcast information to many users at once, for example in conversations, comments or through mail. 
  • Managing access rights: Define different access rights for many users in different groups.

'Groups' is useful because groups often remain throughout project run-time, but their members change as users come in or out of the project. By using 'Groups', you can add new or remove users easily. New users to the group will inherit all the responsibilities and involvements.

Groups and Access Rights

You can manage permissions of all users in a group by setting the access roles and rights at group level. Read ' 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 and add them to the groups that give them the correct access.

Groups as Mailing lists

For each group, you can activate the mailing list feature, which enables to send emails from your inbox to all users in the group. Read ' Mailing list option for groups'.

Group access level

There are two types of groups: Open and Restricted.

  • Open: Group are open to every user in the project; a user can join and leave without approval.
  • Restricted: In order to join the group, users must be added by the Admin, Manager or Group Manager or have to request to join the group, which must be approved by the Admin, Manager or Group Owner.

Private Groups

Private groups cannot be seen or found by non-members. Users can only be added as members by the Admin, Manager or Group Manager. 

Note: 

  • All users can access the 'Groups' section, view available groups and join groups (open groups) or request access (restricted groups). Hidden groups can only been seen by group members. 
  • You must be Admin, Manager or Group Manager to manage a group. Only Admin and Manager can create new groups. 
  • Each group requires at least one user, but a group may have only one user.
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