Groups

A group is a named set of workspace members you can grant to things as a unit, instead of adding people one at a time. Today groups are used to grant wiki collections: add a group to a restricted collection and every member of that group gains access, and stays in sync as the group changes. See the Wiki access model for how a granted group fits into the full picture.

What a group is

A group belongs to a workspace and holds a set of that workspace's members. It has a name and an optional description (for example, "Finance", "Leadership", "Support on-call").
Membership is just a list of workspace members. A member can be in any number of groups, and a group can have any number of members.
A group is a convenience for access, not a separate role. Being in a group gives no permissions on its own; it only matters where the group has been granted something, such as a wiki collection.

Where to manage groups

Groups live under Settings > Groups, at /{workspace}/settings/groups. The Groups item appears in the workspace settings sidebar for workspace admins.

The panel lets you:

Create a group with a name and optional description.
Rename a group (pencil icon) and delete it (trash icon). Deleting a group removes it from any collections it was granted to.
Manage members: expand a group to add workspace members to it (the "Add a member" picker lists members not already in the group) and remove them.

Who can manage groups

Managing groups is a workspace-admin action:

Any workspace member can list groups (this is what the collection Access dialog's group picker uses), but only workspace admins can create, rename, delete, and change the membership of a group.
This holds even when a group is granted to a collection inside a project wiki: groups are workspace-level, so they are always administered at the workspace, by workspace admins.

Only workspace members can be added to a group; the member must already belong to the workspace.

Granting a whole team access in one step

The point of a group is to grant a team all at once. In a wiki collection's Access dialog:

Set the collection to Restricted.
Under Groups, add the group with the "Add a group" picker.

Every current member of that group can now see the collection and its pages, and the grant tracks membership:

Add someone to the group and they gain access to the collection immediately.
Remove someone from the group and their group-derived access is revoked at once.
You never edit the collection again to keep its audience current; you manage the group instead.

A member can still reach a collection through more than one path (a personal grant, another group, being the creator, or being an admin). Removing them from one group only removes that one path; any other grant they hold still applies.

What a group is

Where to manage groups

Who can manage groups

Granting a whole team access in one step

See also