User groups in Document360 let you organize team members and apply consistent roles and permissions across multiple users at once. Instead of configuring access settings for each user individually, you can assign a project role and a content role to a group, then associate users with the group. This overview covers which user groups control each task and where to go for each task.
What user groups control
Each user group has two layers of access that apply to every user associated with the group:
| Access layer | What it controls |
|---|---|
| Project role | Determines what actions a user can perform in the knowledge base portal — for example, Owner, Admin, or Editor. |
| Content role & access | Determines which content a user can view or edit, scoped by workspace, language, or category. |
NOTE
Changes to a group's project role or content role apply to all users associated with that group.
When to use user groups
Use groups when:
- Multiple users share the same content access requirements.
- You want to update access for a team without editing each user individually.
- You are managing access at scale across large teams or departments.
- You want to onboard a cohort of users with identical role and permission settings in a single operation.
Before you begin
- You must have the Project Owner or Admin role in the knowledge base portal.
- Access user group settings by navigating to Settings > Users & permissions > Users & groups > User groups.
User group tasks
| Task | Description |
|---|---|
| Add a user group | Create a new group, assign a project role and content role, and associate users to it. |
| Edit a user group | Update the roles, permissions, or associated users in an existing group. |
| Rename a user group | Change the name or description of an existing user group. |
| Delete a user group | Permanently remove a user group from your project. |