Manage Groups
dox2U provides the functionality of ‘groups’ in order to make the internal document-sharing process easier and more convenient. Check how to share documents with users and groups.
When you create a new Workspace, a General group is created by default and all users are added to this group automatically. Users cannot be removed from the General group and would continue to exist in this group as long as they are a part of your workspace.
Depending on the Plan that your workspace is in, you have the option to Create new custom groups and assign users to these custom groups. It is also possible that a User can co-exist in more than one group.
📓Things to be noted -
- Only the Owner, Admin, or a member with Manage Users & Groups right enabled can create a custom group and perform the associated functionalities.
- Each member automatically becomes a part of the General group and stays there unless they’re permanently deleted from the Workspace itself.
- Creating a custom group is supported only in our paid Growth & Pro plans.
View List of all Groups
The Owner of the Workspace, Admin, or a Member with Users & Groups right enabled can easily view a list of groups and the entailed members within each. Let us see how:
Step 1: Go to the “Admin” section in the side menu of your Dashboard and click on the “Groups” page.
Step 2: The General group and any Custom Groups made will appear on your screen.
Create a Custom Group
The Owner of the Workspace, Admin, or a Member with Users & Groups right enabled can easily create a custom group and manage members within each such group.
Step 1: Go to the “Admin” section in the side menu of your Dashboard and click on the “Groups” page.
Step 2: Go to “General Group” and click on the “Add New Group” button.
Step 3: In the dialogue box that appears give a Title/Name to your newly created group and press “Confirm”. Your new Custom group will be created.
📓Things to be noted -
- You cannot use the same Group name twice. The name of the group has to be unique every time it is created.
- Creating a custom group is supported only in our paid Growth & Pro plans.
Add Users to Group
The Owner of the Workspace, Admin, or a Member with Users & Groups right enabled can easily add new members to a custom group. Let us see how:
Step 1: Go to the “Admin” section in the side menu of your Dashboard and click on the “Groups” page.
Step 2: Go to the Custom Group that you’ve created and click on the “Add Users” button [icon] provided on the Action Bar.
Step 3: In the dialogue box that appears enter the names of the Users (or select from the drop-down list) whom you’d like to add to the group.
Step 4: Press “Confirm”. Your selected members will be added to the selected group.
📓Things to be noted -
- Users cannot be added manually to the General group. Whenever a new user joins your workspace, they are added to the General group by default.
Remove Users from Group
The Owner of the Workspace, Admin, or a Member with Users & Groups right enabled can easily remove existing members from a custom group. Let us see how:
Step 1: Go to the “Admin” section in the side menu of your Dashboard and click on the “Groups” page.
Step 2: Go to the Custom Group that you’ve created and click on the “Remove” button [icon] provided adjacent to each name of the group members.
Step 3: In the dialogue box that pops up, press “Confirm” to continue with the removal process or press “Cancel” to abort. The selected member(s) will be removed from the group. The removed user, however, would continue to remain in the system General group.
📓Things to be noted -
- Users cannot be removed from the General group which houses all signed-up Users in your workspace.
Delete Custom Groups
The Owner of the Workspace, Admin, or a Member with Users & Groups right enabled can easily delete an existing custom group. Let us see how:
Step 1: Go to the “Admin” section in the side menu of your Dashboard and click on the “Groups” page.
Step 2: Go to the “Custom Group” that you’d like to delete.
Step 3: Select the Delete Group icon {icon} provided on the action bar.
Step 4: In the dialogue box that pops up, press “Confirm” to continue with the deletion process or press “Cancel” to abort. The selected custom group will be deleted permanently.
📓Things to be noted -
- The General Group cannot be deleted and you can delete only the custom groups created in your workspace.
Rename Custom Groups
The Owner of the Workspace, Admin, or a Member with Users & Groups right enabled can easily rename a Custom Group. Let us see how:
Step 1: Go to the “Admin” section in the side menu of your Dashboard and click on the “Groups” page.
Step 2: Go to the Custom Group that you’d like to rename.
Step 3: Select the Rename Group icon {Icon} on the action bar.
Step 4: In the dialogue box that appears give a new Title/Name to your custom group and press “Confirm”. Your custom group will be re-named.
📓Things to be noted -
- You cannot use the same Group name twice. The name of the group has to be unique every time it is created.
- The default General group cannot be renamed and can be exercised only on Custom groups created in your workspace.