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Manage groups and permissions

Create and manage user groups to control access permissions and streamline user selection across your workspace applications.

Group creation and management​

Creating workspace groups​

Workspace administrators can create necessary groups using the "Groups" app:

  • Organizational structure - create groups that reflect your team or project structure
  • Functional roles - establish groups based on job functions or responsibilities
  • Project teams - create temporary groups for specific projects or initiatives

Group assignment​

Assign workspace participants to appropriate groups:

  • User categorization - organize users by role, department, or project
  • Permission foundation - use groups as the basis for access control
  • Flexible membership - allow users to belong to multiple groups as needed

Permission levels​

Granular access control​

Define permissions at multiple levels to ensure precise access control:

Per-app permissions​

  • Application access - control which users can access specific applications
  • Feature restrictions - limit functionality within applications based on user groups
  • Data visibility - determine what data users can see within each app

Per-record permissions​

  • Record-level access - control access to individual records within applications
  • Ownership-based access - restrict access based on record ownership or assignment
  • Collaborative access - allow shared access to records for team collaboration

Per-field permissions​

  • Field-level security - control access to specific fields within records
  • Sensitive data protection - restrict access to confidential or sensitive information
  • Edit permissions - determine which fields users can view vs. modify

Action-based permissions​

Precondition configuration​

Permissions for performing specific actions are defined in app configurations:

  • Customizable rules - modify action permissions to match your team's workflow
  • Group-based requirements - require users to be in specific groups to perform actions
  • Example: Tasks app can require users to be in the "Supervisors" group to "Re-open" tasks

Workflow integration​

  • Process control - ensure only authorized users can perform critical actions
  • Quality assurance - require approval or review for certain operations
  • Compliance - enforce organizational policies through permission requirements

User selection restrictions​

Field-level restrictions​

Groups are used to restrict user selection in lookup fields:

  • Targeted selection - limit user choices to relevant groups
  • Role-based filtering - show only appropriate users for specific fields
  • Example: "QA assignee" field could be restricted only to users in the "QA team" group

Benefits of restricted selection​

  • Improved accuracy - reduce errors by limiting choices to appropriate users
  • Workflow efficiency - streamline user assignment processes
  • Clear responsibilities - make it obvious which users are responsible for specific tasks

Best practices​

Group design​

  • Clear purpose - define the specific purpose and scope of each group
  • Logical organization - align groups with your organizational structure
  • Regular review - periodically assess group membership and effectiveness

Permission strategy​

  • Principle of least privilege - grant only necessary permissions to each group
  • Documentation - maintain clear records of group purposes and permissions
  • Testing - verify permissions work as expected before deploying to production

Security considerations​

  • Access audits - regularly review group memberships and permissions
  • Change management - implement processes for permission modifications
  • Monitoring - track permission usage and identify potential issues

Effective group and permission management ensures users have appropriate access to perform their work while maintaining security and data integrity across your workspace.