Groups

Groups help manage what users can see and access. Administrators can use Groups to segment content for different user groups.

Main types of groups

There are three main types of groups:

1. All Users:
   • Default group for all users.
   • Includes all imported and new users.
2. Manual groups:
   • Created in Admin Panel (Admin Roles > Groups > Create Group).
   • There are no creation limits.
   • Users added manually.
3. Automatically created groups:
   • Created based on provided sources - Group Names Sources (IQA, API, file, and so forth).
   • Synchronized with these external sources.
   • Automatically update to reflect changes in the client's data.

Groups with internal logic

Groups managed by internal logic (created by Clowder developers at the client's request) and groups synchronized from external sources are marked with a red badge.

Groups managed by internal logic are dynamically updated based on specific user profile fields. For example, users may be automatically assigned to different groups based on their Role field (created at the client's request).

If a user's Role is set to Parent, they are automatically assigned to the Parent group. If their Role changes to Ambassador, they will be moved to the Ambassador group.

The behavior of this automatic assignment depends on the user's Sync Type setting:

• Auto Sync:
  • Users are automatically added to the new corresponding groups.
  • Users are automatically removed from previous, non-corresponding groups.
• Manual Sync:
  • Users are automatically added to the new corresponding groups.
  • Users are NOT automatically removed from previous groups.

✅

EXAMPLE

For a user changing from the Parent to the Ambassador role:

• Auto Sync: The user is removed from the Parent group and added to the Ambassador group.
• Manual Sync: The user is added to the Ambassador group but remains in the Parent group.

Changing a user's sync type

To change a user's Sync Type:

1. In the Admin Panel, go to Admin Roles > Groups.
2. Find and click the View button for the desired group.
3. Check the checkbox next to the necessary users.
4. Click the Select option drop-down, then choose Change Sync Type.
5. Click Apply.

The Sync Type will toggle between Manual and Auto for the selected users.

📘

NOTE

Changing Sync Type is only available for groups managed by internal logic. It is impossible to change the Sync Type for manually created groups or groups synchronized from external sources.

Creating groups using Internal logic

The process for creating these groups is as follows:

1. The client requests the creation of a group managed by specific internal logic.
2. The client specifies which user profile field to associate with this logic.
3. Developers create the group and connect the specified internal logic to the designated profile field.

Behavior and appearance of different group types

Groups behave and appear differently depending on how they are created and managed.

Creating groups manually

Follow these steps to create a group:

1. In the Admin Panel, go to Admin Roles > Groups.
2. Click the Create Group button.
3. Enter the required information:
   • Group Name (required)
   • Select Status from the drop-down (Active, Disabled, or Deleted).

📘

NOTE

You can check the Hidden Group button to hide the group after creating it.

4. Click Save to create the group.

After successfully creating the group, you will be taken to the Add Users page. Here you can:

• Search for users by name, email, location, status, creation date, and membership (Member/Non-Member).
• Automatically add users based on groups they already belong to (or do not belong to):
  • Included Groups: Users from these groups will be added to the new group.
  • Excluded Groups: Users from these groups will not be added to the new group, even if they meet other criteria.
• Find users based on your search criteria or select them from the list.

Check the box next to the desired users, then click Add Selected Users to add them to the group.

Assigning users to groups

There are two main methods for adding users to groups:

Admins can add users to groups using the group details page:

1. In the Admin Panel, go to Admin Roles > Groups.

2. Find the desired group in the list and click View.

3. On the group details page, click Add Users.

4. Select the necessary users from the list.

5. Click Add Selected Users to add them to the group.

Alternatively, admins can edit individual user access:

1. In the Admin Panel, go to Users > Users.

2. Find the user you want to edit and click the Edit button.

3. Find the Access to Groups multi-select drop-down.

4. Search for and add groups to grant the user access.

   📘

   NOTE

   You can also remove user access to groups here.

5. Click Save to apply the changes.

Associating content with groups

Selecting a user group is required when creating content. The Group drop-down allows you to target multiple user groups for each piece of content (such as news feed posts, events, resource folders, files, and forum categories).

When creating new content:

1. Click on the Group drop-down menu.

2. Select the desired group from the list. You can select multiple groups.

3. The content will now be associated with that group.

For existing content:

1. Find the item you want to modify.
2. Click the Edit button for that item.
3. In the edit interface, find the Group drop-down menu.
4. Choose the appropriate group from the list.
5. Click Publish Post to save the changes.

Setting visibility by groups for menu items

You can control which groups have access to specific menu items in the app. To do so, contact your Client Account Manager.

Managing groups

After creating groups, you have several options for managing them. You can:

• Use the search function to find groups by name, status, visibility, or external ID.

• Perform bulk actions:

  1. Select multiple groups using the checkboxes.
  2. Use the Select Action drop-down to disable, delete, or recover selected groups.
  3. Click Apply to perform the chosen action.

• View group details:

  • Click the View button next to a group to see its details.
  • On the resulting page, view each user's profile or remove them individually by clicking the Remove button.
  • To bulk manage users, select multiple users, use the Select option drop-down at the bottom, choose Remove users, and click Apply.
  • Click the Add Users button at the top of the group details page to add users.

• Edit Groups:

  • Click the Edit button next to a group to modify its properties.
  • Change the group name.
  • Update the status by selecting Active, Disabled, or Deleted.
  • Toggle the Hidden setting to make the group visible or hidden.

Disabling the group feature

If you need to disable group functionality, contact your Client Account Manager.

When this feature is disabled, the Access to Groups multi-select drop-down will not be available when editing users.