Create and manage user groups in your workspace so you can grant or revoke folder access in one place instead of updating each user individually.
Note
Only Administrators can create and manage user groups. If you don't see Workspace Settings in the cog menu, your account doesn't have administrator privileges.
Create a new user group
- Click the cog icon in the top right corner of the workspace header.
- Select Workspace Settings from the menu.
- Click the Groups tab on the left of the dialog.
- Click Create group.
- Enter a name for the group in the Name field, for example
Sales team. - Under Members, click Add members by name or email and pick the people who belong to the group. You can add them later, too.
- Click Save.
The new group now appears in the list with its member count, ready to be given access to folders.
Add members to a group
- On the Groups tab, select the group, or click the pencil icon next to it.
- Click Add members by name or email and pick a member from the list. Type to narrow it down.
- Click Save.
The member inherits access to every folder the group is shared with, immediately.
Note
Only people who have joined the workspace can be added to a group. If the person you're looking for isn't listed, they'll need to be invited first. See Manage users for instructions.
Remove a member from a group
- On the Groups tab, select the group.
- Find the member in the Members list.
- Click the X to the right of their name.
- Click Save.
The member loses access to any folder shared with this group. You can add them again at any time.
Warning
Removing a member from a group revokes their access to all folders shared with that group as soon as you save. Make sure this is intentional before proceeding.
Rename or delete a group
- Rename — Select the group, change its Name and click Save. Two groups can't have the same name.
- Delete — Click the trash icon next to the group in the list and confirm. Its members stay in the workspace.
A group that still has access to folders can't be deleted. The Access section on the group's page lists those folders: remove the group from each folder's Manage access first, then delete it.
Warning
Deleting a group cannot be undone.
Why use groups instead of individual users
When you share a folder with a group rather than with named users, any change you make to the group — adding a new hire, removing someone who left — takes effect across every folder the group has access to, instantly.
For example, if your Sales team needs access to ten contract folders, you'd share those folders with the Sales team group once. When a new sales rep joins, add them to the group and they immediately get access to all ten folders. Without groups, you'd need to update permissions on each folder separately, every time.
Tip
As a rule of thumb: always share folders with groups, not individuals. It takes a few extra minutes upfront but saves significant admin work as your team grows or changes. See Roles and permissions for how folder access works.
