Admins can create groups so teams can easily manage and share files. Learn how to create groups, adjust settings, and manage group members.
How to add members to a group
Groups allow you to organize members of your team. Instead of sharing files or folders with each individual, you can share to a group to grant access to content automatically. Here, we're in the groups tab where we can view and manage all of the groups that exist on the team.
Common use cases for groups include things like departments, geographical locations, and faculty in student classrooms or grade levels where you can easily create different lists of individuals to assign to specific content.
Now, jumping into the creation process, an admin can create a group of which there are two types: company-managed groups, where admins are responsible for adding or removing users, or user-managed groups where users approve new members and existing members can leave whenever they like. So let's go ahead and create a group called "Research."
Now when it comes to creating groups and adding and managing users, similar to the members tab, this can all be often managed by third-party applications like Okta or Azure.
Once a group is created, you'll be able to manage the existing members, change the group name, or switch to management between company-managed or user-managed at any time. So let's go ahead and add a member here, Bob. At any point in time, if you want to remove a member, you'll just want to hover over their rail and click the 'x'. This will revoke access to any content that they may have had access to if they're a part of a group. If you want to change the group name, you'll want to select 'Edit Group'. When you select the 'Make User Managed' option, you'll be prompted to put in the name of a member on your team who will then become the manager of this group. This individual will not have to be an admin within your team.
Again, the main difference between a company-managed group and a user-managed group is that the company-managed group allows the admin to have a bit more control. They're the ones who choose who is a part of the group and ultimately who has access to our content. User-managed groups are excellent for those who work on things like creative content and need to easily add additional members for organic growth.
Now let's hop over to the content tab to check out how to assign a group to a team folder. As you can see here, I have a laboratory folder that exists with a default group called "Everyone at." This is a default group that everyone currently on the team and new members are automatically added to as they join. Let's remove this group and add the research group that we had just created.
Jumping into the laboratory folder, you can see that the members of that group are now a part of its three subfolders. Let's jump into the WestLab. Instead of having to add in the additional members one by one to this WestLab folder, we can just type in "Lab West," and this will help ease management and make sure that the right people get access to the content.