Creating a reader group in Document360 lets you assign a shared content access level to multiple readers at once. Instead of configuring access for each reader individually, you can group readers with similar access needs and manage their permissions from a single place.
When to create a reader group
- Multiple readers need access to the same set of categories, workspaces, or languages.
- You want to manage content access at a group level rather than per individual reader.
- You are onboarding a cohort of readers who all need the same access.
Before you begin
- Your project's reader access must be set to Private or Mixed.
- You must have the Admin or Owner portal role, or a custom role with Manage user permission.
- Reader accounts must already exist in the project before they can be added to a group. See Add a reader or Import readers.
How to create a reader group
-
Navigate to Settings () > Users and security in the left navigation bar in the knowledge base portal.
-
In the left navigation pane, navigate to Readers & groups > Reader groups.
-
Click New reader group. The Create reader group panel opens.
-
Enter the name and description of the group in their respective fields.
-
Choose the content access level you want the associated reader accounts to hold. The available levels are:
| Option | What readers in the group can access |
|---|---|
| None | No knowledge base content |
| All | All content across all workspaces and languages |
| Workspace / Language | Content in specific workspaces and languages |
| Category | Specific categories within selected workspaces and languages |
-
Click Next.
-
Add the reader accounts you want to associate with the reader group.
-
Click Create reader group.
NOTE
By default, users in reader groups are organised alphabetically based on their email IDs.
JWT readers do not appear in the Document360 portal as they are authenticated through a JSON Web Token (JWT).
Limits and limitations
| Limit | Detail |
|---|---|
| Maximum readers per group | 5000 readers |
| JWT readers | JWT-authenticated readers do not appear in the portal and cannot be added to groups through the UI. |
Best practices
- Give reader groups descriptive names that reflect their access level or the team they represent (for example, "External Partners — API Docs" or "Support Team — All Access"). This makes auditing easier.
- Set content access at the group level to keep individual reader access settings clean. Reserve individual-level overrides for exceptions only.
- Add readers to a group at creation time if they share the same access requirements, rather than configuring them individually afterward.
FAQ
How many readers can be added to a reader group?
A reader group can hold a maximum of 5000 readers.
What happens if I assign content access to a reader at both the individual and reader group levels?
When content access is assigned to a reader at individual and group levels, individual-level permissions will take precedence.
For example, if a reader is granted access to the entire knowledge base at the individual level but only to a specific category as part of a reader group, they will still have access to the entire knowledge base.