Groups

Organize users into groups to simplify permission management and data access.

Groups allow you to organize users logically — by team, region, department or any structure that fits your organization.

Why use groups?

• Simplify permissions — Assign permissions to a group instead of individual users
• Control data visibility — Restrict which submissions a group can see
• Streamline workflows — Automatically assign tasks to the right group via Workflow & Assignation

Creating a group

1. Go to the settings, under Users and rights > Groups
2. Click Add group
3. Name the group and add members
4. Configure the group's permissions

You can access group management in the menu on the left by clicking on "Settings" and "Groups". To modify a group, click on the line of the one that interests you. If you want to create a new one, click "New" at the top right of the page.

The elements that must be completed are the name of the group and its description. You can choose from among the users already created which ones (or one) will be part of this group. In the form settings, it is possible to check the "Restrict access to the form" box. If you have done this in one or more forms, you can authorize or not authorize access to the form for this group in the top right part.

You will see all other forms accessible to all users at the bottom right.

Access authorization

It is possible to limit the groups to which a user has access. This restriction is set in each group.

If a user does not have access to a group:

• They cannot see users in this group
• They cannot see the submissions created by users in this group
• They cannot see the tasks assigned to users in this group
• They cannot see the tasks linked to submissions belonging to users in this group

If a user is not part of any groups with group access restrictions, they have access to all groups.

If a user is part of several groups, at least one of which has access restrictions, the rights are cumulative.

But the user will not have access to all the groups even if one of his groups does not have access restrictions.

Special cases

The following configurations can cause unexpected access issues. Review them carefully before applying group restrictions.

1. A user must always retain access to their own group. If a restriction is configured such that a user cannot access their own group, they will be unable to log in.
2. Avoid removing a group's access to itself. If you do so:

   • Form access rights granted by this group do not apply on mobile (but do apply on the web).
   • Group permissions (task creation, user management, etc.) still apply to the user.
3. An administrator with group restrictions can only see a subset of groups. This has two consequences:

   • Newly created groups do not appear in their list of allowed groups.
   • They cannot grant themselves access rights to see those new groups.

We recommend keeping at least one administrator with no group restrictions. This admin sees all existing and new groups and users without limitation.