Deleting a user group in Document360 permanently removes the group from your project. Users who were associated with the group are not deleted — they remain in the project and their access reverts to their individually assigned permissions. If they belong to other groups, those group permissions continue to apply, and the highest permission level takes priority. Deletion cannot be undone.
When to delete a user group
- A group is no longer needed because the team it represented has been dissolved or restructured.
- You are consolidating multiple groups into fewer, more clearly defined ones.
- The group was created in error and has no active purpose.
WARNING
Deletion is permanent and cannot be undone. If you want to preserve the group structure for potential future use, consider editing the group instead of deleting it. See Edit a user group.
Before you begin
- You must have the Project Owner or Admin role in the knowledge base portal.
- Review the users associated with the group before deleting. Once the group is removed, those users revert to their individually assigned permissions or to the permissions of any other groups they belong to. Users whose access was solely defined by this group may experience a significant change in what they can access.
How to delete a user group
- Navigate to Settings () > Users and security in the left navigation bar in the knowledge base portal.
- In the left navigation pane, navigate to Users and groups.
- In the User groups tab, hover over the desired user group and click the Delete () icon.
- Click Yes in the confirmation prompt.
The group is permanently removed. All associated users remain in the project and their access reverts to their individually assigned permissions. If they belong to other groups, those permissions apply, with the highest permission level taking priority.
Limitations
| Limit | Detail |
|---|---|
| Reversibility | Deletion is permanent and cannot be undone. |
| User accounts | Associated user accounts are not deleted. Only the group is removed. |
| Access after deletion | Users revert to individually assigned permissions or to other group permissions they hold. The highest permission level takes priority. |
Best practices
- Before deleting a group, check each member's individually assigned permissions. Users whose access was entirely defined by group membership may lose access to content they need once the group is removed.
- Export the group member list as a CSV before deleting so you have a record of who was in the group. See Add a user group — Export a user group.
- If users in the group will need the same permissions after the group is removed, assign those permissions individually before deleting the group — not after.
- If you are restructuring rather than removing groups entirely, edit the existing group instead of deleting and recreating it. See Edit a user group.