We are excited to introduce Groups as a new organizational system for team members, documents, Knowledge, and Voices. Boost organization, privacy, and efficient usage on your team with Groups.
Groups can be public or private, and Group creation capabilities may be restricted to users within your workspace with an Admin or Manager role.
Watch this video to master the essentials of Groups!
This is limited to business plans only.
Creating a Group
To create a Group, click the new Groups icon on the left hand navigation.
Clicking Groups will take you to our new Groups page:
Selecting “Create a Group” will pull up this modal:
Fill out your Group name and a description of the Group (description field is optional), then click “Create Group”.
After clicking “Create Group” you will have the option to add members to your Group, as well as select whether your Group is public to your workspace or private (invite-only).
Restricting Group Creation
On the Permission Settings page within Workspace Settings (visible to Admins and Managers only), you will be able to configure who can and can’t create Groups.
When the Groups toggle is switched on, only users with the Admin or Manager role can create a Group. If the toggle is off, any workspace member can create a Group.
Note: By default, the toggle is off, allowing anyone to create a Group until it's turned on.
Joining Public Groups
If a Group is public, then any user within your workspace will be able to view and join this Group. Users will be able to see all Groups within a workspace by selecting the “All Groups” tab on the main Groups page.
Clicking on the Group will surface a modal with Group Information. If you click “Join” on the bottom right, you will now be a member of that Group.
Private Groups
Private Groups will not be visible within the All Groups tab (unless you are an Admin). Admins will have the ability to join any Group, public or private, but users with the Manager, Member or Developer roles will need to be invited to a Group in order to see it within the “My Groups” tab.
Any Knowledge, Voices or Documents added to a private Group will only be visible to members within that Group.
To make a Group private, when you’re creating a Group disable the toggle for Make Group public to the workspace.
Disabling this toggle will ensure the Group is not visible to workspace members unless they are explicitly invited.
Adding New Documents to Groups
To add a new document to a Group, click the “Add content” button on the top right of the Documents tab.
Clicking “Add content” will take you to the Editor. Any document you create within the Editor will be automatically saved to your Group.
Adding Existing Documents to Groups
To add an existing document to a Group, go to the My content tab and select the … option on the far right of a Document.
After selecting the ‘...’ icon you will see an option to “Share with Group”. Select that, then search for the Group you want to add your document to.
Selecting your Group from the dropdown then clicking “Share” will share your document with the Group.
Adding Knowledge to Groups
To add Knowledge to a Group, select “Add Knowledge” in the top right corner of the Knowledge tab.
Clicking “Add Knowledge” will bring up a modal that allows you to choose between adding new and existing Knowledge.
If you select “New” you will have the option to add Knowledge from text, upload a file or enter a URL (same as the Knowledge Base).
Go through the method of your choice, then select “Add to Knowledge Base”.
To add existing Knowledge to a Group, select “Add to Knowledge” then “Existing”. Selecting this will surface a modal of all Knowledge within your workspace.
Select or search for what you want to add, then select “Add to Group” to add Knowledge item(s) to your Group.
Adding Voices to Groups
To add a Voice to a Group, select “Add Voice” in the top right corner of the Voices tab.
The workflow for adding new or existing Voices will be the same as Knowledge above.
Transferring Ownership of a Group if user leaves workspace
If you remove a user from a workspace, and that user has created Groups, you can transfer ownership of that Group.
To do this, go to the Settings > Team page and select Delete for the user you want to remove from your workspace.
Once you select Delete, you will see a modal with an option to select the workspace member you would like to transfer Group ownership to.
Select the new owner in the dropdown, then select “Confirm and assign owner”.
The user will be removed from the workspace, and the new owner you selected will now own the Groups the previous owner created.
Improvements to My content page
On the My content page in the left hand nav, you will now see a Visibility tab that indicates where your documents have been shared within your workspace.
A private “lock” icon means the document is only visible to you, and the Groups page icon indicates a document has been shared with a Group.
Selecting the … icon then “Share with Group” will allow you to share a document with any Group you are a member of from this page.
FAQs
What plans have access to Groups?
Groups is only available on Business plans.
Is there a limit to how many Groups can be created?
There is no limit to how many Groups can be created in a workspace.
Is there a limit to how many Groups a user can be a part of?
There is no limit to how many Groups a user can join.
What happens to the content, Knowledge and Voices in a Group that gets deleted?
The content, Knowledge and Voices in a Group will not get deleted if a Group gets deleted. The ownership/viewing permissions will go back to whoever created the content, Knowledge or Voice.
Can I have a Style Guide per Group?
Not at this time, but this is something we are looking into adding in the future, stay tuned!