User groups help increase the efficiency of a project and Guidelines by assigning the right people to the right job. You can set up groups based on departments, functions, or other commonalities and assign several team members to various projects at once.
To create a group, first access the user management overview page by either clicking on your User menu on the bottom left > “Usage Overview”. Or, by clicking on the users and storage bars on the bottom left part of the Power Bar,
Once you are on the User management overview page and switch to the “Groups” tab.
On the group overview page, you can either create new groups or view and manage existing ones. Here, you’ll find basic information such as name and group types, and be able to view each group’s accessibility and their assigned targets.
If you want to create a new group, you’ll find the respective button on the left side under the tabs bar.
The window will allow you to add a name and then you will be presented with the two types of groups that can be created:
Smart Group: Groups which are created through a set of combinations which can include for example:
Last login mode
These groups require the name and any additional SSO group mapping if needed and then select Create group.
There are a few ways to add or remove users in a group. In the “Groups” tab, you can add members to a group by clicking on the “Calculate” button. The first click will show the number of users included in the group. When you click on the button for a second time, the existing users will be shown. Here, you can add new users by clicking the “Add” button, or remove existing ones.
Alternatively, you can also switch to the “User” tab, and add or remove a single user by clicking on the group icon at the end of a user row, and clicking on it.
The groups which the user is already part of will be at the top of the list and can also be directly added to other groups they are still not part of. Smart groups are groups that users can't just be added to manually but the user needs to fit to rule sets created for that particular group, we describe this group further in this article.
As you might know, Frontify also offers the possibility to use Single Sign-On (SSO). You can combine SSO with user groups by adding an attribute to the existing SSO configuration. Read this article to learn more about it.
Creating user groups enables you to efficiently allocate users to Guidelines and projects. If you’re interested in this feature, please contact your dedicated Customer Success Manager.
Smart Groups feature is only available in the Enterprise Plan.
Besides inviting users individually or through manually created groups, users with admin roles can make use of Smart Groups to reduce the user management efforts that are needed to e.g. keep a manually curated group up to date. Smart groups reduce the effort since users can set specific rules based on user properties such as email address and login mode, so the right users are automatically added to the right group.
Create Smart Groups
When selecting the smart group option the first step is to add the rules:
The following rules can be configured to make sure the right users are included:
Domain: All existing and new smart groups are based on a specific domain - All users that will log in through a specific domain will be included or excluded from a specific group. Users will be able to choose from all available domains of a specific instance during smart group creation.
Email Address: Admins can set a rule to include or exclude users with specific email domains. Note that only one-dimensional rules can be configured due to technical limitations, meaning several domains can either be included or excluded.
Initial Log-in Mode: Admins can set a rule to include or exclude users based on their initial login modes such as simple (email and password) or SSO (SAML or OIDC).
Last Login Mode: Admins can set a rule to include or exclude users based on their last login modes such as simple (email and password) or SSO (SAML or OIDC).
As mentioned above, the rules sets can be configured to use individually or as a combination, and this is the next step in the process. The more rules you include the more specific it is and secure the access.
An example of a smart group setup could be:
When you click Create the new Smart group is then added to the list of groups and holds a smart groups tag in a different color.
For updating standard and smart groups it’s as simple as clicking on the Settings icon on the right of the group, updating the entries, and then clicking on Update Group.
In the case of Smart groups, the settings can also be accessed through the user’s column:
Delete User Groups
Groups can be deleted by clicking on the settings icon on the right side of any group and then the three dots on the lower-hand side corner where you will have the option to delete it.
This has been all for user groups. In case you have any further questions, please don’t hesitate to contact our support team.
We hope you have found this article helpful.