---
title: "Add new user group"
slug: "add-user-group"
description: "Team account groups in Document360 allows you to efficiently manage your team's roles and access levels within the knowledge base portal."
tags: ["Security Groups", "User management"]
updated: 2026-09-28T09:00:55Z
published: 2026-09-28T09:00:55Z
canonical: "docs.document360.com/add-user-group"
excludeFromExternalSearch: true
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.document360.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Add new user group

Creating a user group in Document360 lets you assign a shared project role and content access level to multiple users at once. Instead of configuring permissions for each team member individually, you group users with the same access requirements and manage their permissions from a single place.

---

## When to create a user group

- Multiple users share the same project role and content access requirements.
- You want to onboard a cohort of users with identical permissions in a single operation.
- You want to update access for a team without editing each user individually.
- You are managing access at scale across large teams or departments.

---

## Before you begin

- You must have the **Project Owner** or **Admin** role in the knowledge base portal.
- User accounts must already exist in the project before they can be associated with a group. See [Add a user](/help/docs/add-new-user) or [Import users](/help/docs/import-users).

---

## How to create a user group

1. Navigate to **Settings** () > **Users and security** in the left navigation bar in the knowledge base portal.
2. In the left navigation pane, navigate to **Users & groups**.

By default, the **User** tab will be selected.
3. Navigate to the **User groups** tab.

A list of existing user groups will appear if any have already been created.

![User groups management interface displaying roles, permissions, and user details.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/User%20groups.png)
4. Click **New user group**.

The **Create user group** panel appears with the **Basic details** page.
5. Enter your desired group name and description in the **Name** and **Description** fields.

 NOTE

The **Description** field can hold up to 150 characters.

1. Select the desired project role for the group in the **Project role** field.
2. Choose the content role for the group and choose the level of content access for the associated users.

 NOTE

- Selecting a parent category automatically selects all its subcategories, shown with an **Inherited** badge.
- If Block Inheritance has been applied to a specific categories and subcategories, that will be excluded from the automatic selection. It appears unchecked with an **Inheritance blocked** badge, and you can manually select it to grant explicit access to that category.
- The category tree only displays categories you have access to.

1. If needed, click **Add another content role** to create an additional content role.
2. Click **Next**.

![Form for creating a user group with fields for name, description, and roles.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Create%20user%20group%20-%20step%201.png)
3. In the **Associate user** step, add the desired user accounts to associate with the group.
4. Click **Create user group**.

![User group creation interface showing added users and their email addresses.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Create%20user%20group%20-%20step%202.png)

 NOTE

By default, users in user groups are organized alphabetically based on their email IDs.

---

## Export a user group

After creating a user group, you can download a list of its members as a CSV file for auditing or record-keeping.

1. Click on the desired user group to view its details.
2. Click **Export CSV** in the top right to download the list of users in the group in Excel/CSV format.

![User group details page showing associated users, their roles, and the Export CSV button.](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/Edit%20user%20group.png)

---

## Limitations

| Limit | Detail |
| --- | --- |
| Description length | The **Description** field accepts up to 150 characters. |
| Multiple content roles | You can assign more than one content role to a group using **Add another content role**. |
| Role inheritance | Changes to a group's project role or content role apply immediately to all users associated with that group. |

---

## Best practices

- Give user groups descriptive names that reflect their role or team (for example, "Support Team — Editor" or "External Partners — Viewer"). This makes it easier to audit access at a glance.
- Set access at the group level and reserve individual user-level overrides for exceptions only. This keeps permissions consistent and easier to maintain.
- Use **Add another content role** when the group needs edit access to some categories and read-only access to others, rather than creating separate groups for each access level.
- Export the group member list periodically as CSV to maintain an up-to-date record of who belongs to each group.
- Review group membership before changing a group's project role or content role — the change applies to all associated users immediately.