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How to create and manage User Groups

  • Updated

Before you start:

  • You must be assigned the User and Group Manager permission to create and manage people in groups

 

This guide covers:

 

Why use them?

User Groups, whether they are a grey System Group or a red User Group, can be used to create audiences for targeted communications, such as Push Notifications and Notices.

We recommend assigning permissions to groups rather than individual users wherever possible. This makes access much easier to manage as people join, leave or change roles within your organisation.

For example, if the same team needs the Content Reviewer role across multiple areas, you can assign the role to a User Group once in each area. You can then manage access simply by adding or removing people from that group, rather than updating permissions individually across every area.

 

System Groups and User Groups

Oak has two types of groups:

  • System Groups are created and maintained automatically by Oak, usually based on information provided in your user data. You cannot manually rename or update these groups
  • User Groups are created and managed by you, allowing you to create bespoke groups for your organisation's needs

For example, you could use the Enabled Intranet Users System Group to give all internal users access to an area, or create a User Group for a specific team or project.

Top tip: Avoid using the All Users group where possible, particularly if your site includes external users or you're planning to set up external users in the future. Instead, use the Active Intranet Users or Active Extranet Users to be explicit about who has access.

 

 

Creating a User Group

  1. Navigate to the Actions button and then Configure. From the menu, find Manage Groups.
     
  2. You'll see the User Groups on the left (red groups) and the System Groups on the right (grey groups). Only User Groups can be managed; System Groups are driven by your user data.
     
  3. Select New User Group and provide it with a meaningful name.
     

  4. Select Add Members and use the user picker to choose the people or groups you want to include. You can add a combination of users from different groups.

     

    Creating a user group.png


     

  5. Select OK to save the new user group. Once created, the group can be used to assign the relevant security roles across your areas. Going forward, you can manage access by updating the group's membership rather than changing permissions for individual users.
     
  6. To update a group, click on the group and select the Add Members button. To remove a user from the group, find the three horizontal dots next to a user and select Remove.
     

Top tip: Struggling to quickly find a group in the list? Hold down Control + F and search for the group this way.
 

 

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