Organize Users into User Groups

A user group is a collection of users in the Emplifi Suite account. You can organize users into user groups by any criteria: users from the same department, users performing the same tasks, users who need access to the same dashboards, and so on. A user can be included in multiple user groups.

In addition to users, user groups can contain profiles. A profile can be included in multiple user groups.

User groups make it easier for you to perform certain operations for multiple users at once, such as:

• Share a dashboard (see Share and Export a Dashboard)

• Provide access to answer templates (see Set Up Answer Templates for Community and Care)

• Set up visibility of profiles (see Set Up Visibility of a Profile)

• Set up visibility of profile labels, content labels, and content label groups (see How to Set Up Labels)

User groups and profile visibility

The users in a user group can see the profiles that are included in the user group currently and may be included in the user group in the future. While this may not be relevant for the users with the “Account Admin” and “Admin User” account roles (see Account Roles) who can see all the profiles in the account by default, it may be crucial for the users with an account role that does not allow for seeing profiles.

The level of access to the content of the profiles is set according to each user’s default profile role (see Profile Roles). You can then change the profile role for each user and each profile individually, or you can assign all users in the group the same profile role for all the profiles in this user group (see Profile Roles).

Where to find user groups

You can access the user groups in the Settings section of your Emplifi account, under User groups.

Create a user group

Create a user group, and add users and profiles to this group.

To be able to create a user group, you must be an Account User or Account Admin (see Account Roles).

Once a user group is created, all Account Users and Account Admins can rename and delete this user group. In addition, Account Admins can add users/profiles to and delete users/profiles from the user group.

Steps:

1. Go to Settings -> User groups.

2. Click +Add Group.

   

   The dialog for creating a new user group pops up.

3. Enter the name of the user group, and click Add Group.
   The user group is created and appears in the list of the user groups.

4. Click the newly created user group.
   The Users screen opens. The group does not include any users yet.

5. Click +Assign user to group.

   

   The dialog for adding users to the group pops up. All users existing in the account are listed.

6. Select the users to add to the user group, and click Assign Users <n>.
   The users are added to the user group and appear in the list of users on the Users screen.

7. Do one of the following:

   • If you want to add profiles to the user group, click the Profiles tab, and proceed to Step 8.

   • If you do not want to add profiles, stop here.
     Your user group is ready.

8. Click +Assign profile to group.

   

   The dialog for adding profiles to the group pops up. All profiles that you have access to are listed.

9. Select the profiles to add to the user group, and click Assign Profiles <n>.
   The profiles are added to the user group and appear in the list of profiles on the Profiles screen.
   Your user group is ready.

Rename a user group

Renaming a user group does not affect the users or profiles included in the group.

To be able to rename a user group, you must be an Account User or Account Admin (see Account Roles). Any Account User and Account Admin can rename any user group regardless of who initially created it.

Steps:

1. Go to Settings -> User groups.

2. Click the user group that you want to rename.
   The Users screen opens.

3. Click the pencil icon next to the user group name.

   

   The dialog pops up.

4. Rename the group, and click Save Group.
   The user group is renamed.

Delete a user group

Before deleting a user group, learn what impact it may have on the following settings:

• Visibility of profiles
  Deleting a user group does not delete the users or profiles included in the group. However, unless the users have an account role that allows them to see all the profiles in the account by default (for example, Account Admin; see Account Roles), the users will no longer be able to see the profiles after the user group is deleted (see Connecting and Managing Profiles).

• Shared dashboards
  If you shared a dashboard with the users in a user group (see Share and Export a Dashboard), deleting the user group does not revoke the users' access to this dashboard.

• Visibility of profile labels, content labels, and content label groups
  If you configured access to profile labels, content labels, and/or content label groups for the users in a user group (see How to Set Up Labels), deleting the user group does not revoke or change the users' access to the labels and/or label groups.

• Access to answer templates
  If you delete a user group that is associates with one or more answer template groups (see Set Up Answer Templates for Community and Care), the answer templates from the associated template groups become visible to all users in the account.

• A profile role set for all users in a user group
  If you applied a profile role to all the users in a user group at once (see Profile Roles), deleting the user group does not undo it.

To be able to delete a user group, you must be an Account User or Account Admin (see Account Roles). Any Account User and Account Admin can delete any user group regardless of who initially created it.

Steps:

1. Go to Settings -> User groups.

2. Click the user group that you want to delete.
   The Users screen opens.

3. Click Remove Group.

   

4. Confirm the deletion.
   The user group is deleted.

Add users to a user group

You can add the same user to multiple user groups.

Before adding a user to a user group, learn what impact it may have on the following settings:

• Visibility of profiles
  Once a user is added to a user group, they can see the profiles that are included in the user group at that moment of adding the user and the profiles that may be included in the user group in the future. This may not be relevant for the users with the “Account Admin” and “Admin User” account roles (see Account Roles) who can see all the profiles in the account by default, but it may be crucial for the users with an account role that does not allow for seeing profiles.
  The level of access to the content of the profiles is set according to the user’s default profile role (see Profile Roles). You can then change the user’s profile role for each profile individually, if needed (see Profile Roles).

• Shared dashboards
  If you shared a dashboard with the users in a user group (see Share and Export a Dashboard), adding another user to this user group does not automatically share this dashboard with the newly added user. You have to share the dashboard with this user individually, if needed.

• Visibility of profile labels, content labels, and content label groups
  If you configured access to profile labels, content labels, and/or content label groups for the users in a user group (see How to Set Up Labels), adding another user to this user group does not automatically set the same access to the newly added user. You have to set it for this user individually, if needed.

• Access to answer templates
  If the user group is associated with one or more answer template groups (see Set Up Answer Templates for Community and Care), the newly added user automatically gets access to the answer templates from these answer template groups.

• A profile role set for all users in a user group
  If you applied a profile role to all the users in a user group at once (see Profile Roles), adding another user to this user group does not automatically assign this profile role to the newly added user. Instead, the user is assigned their default profile role is set for all the profiles in the user group. You can then change the user’s profile role for each profile individually, if needed.

To be able to add users to a user group, you must be an Account Admin (see Account Roles). Any Account Admin can add users to any user group regardless of who initially created the user group.

Steps:

1. Go to Settings -> User groups.

2. Click the user group where you want to add users to.
   The Users screen opens.

3. Click Assign User.

   

   The dialog for adding users to the group pops up. All users existing in the account are listed.

4. Select the users to add to the user group, and click Assign Users <n>.
   The users are added to the user group and appear in the list of users on the Users screen.

Delete users from a user group

Deleting all users from a user group does not delete the user group itself. You can add users back to the user group at any time (see earlier in this article).

Before deleting a user from a user group, learn what impact it may have on the following settings:

• Visibility of profiles
  Once a user is deleted from a user group, they can no longer see the profiles in the group, unless they have an account role that allows them to see all the profiles in the account by default (for example, Account Admin; see Account Roles).

• Shared dashboards
  If you shared a dashboard with the users in a user group (see Share and Export a Dashboard), deleting a user from this user group does not revoke the user's access to this dashboard.

• Visibility of profile labels, content labels, and content label groups
  If you configured access to profile labels, content labels, and/or content label groups for the users in a user group (see How to Set Up Labels), deleting a user from this user group does not revoke or change the user's access to the labels and/or label groups.

• Access to answer templates
  If the user group is associated with one or more answer template groups (see Set Up Answer Templates for Community and Care), the user deleted from the user group can no longer see the answer templates from these answer template groups.

• A profile role set for all users in a user group
  If you applied a profile role to all the users in a user group at once (see Profile Roles), deleting a user from this user group does not change the user’s profile role for the profiles in the user group.

To be able to delete users from a user group, you must be an Account Admin (see Account Roles). Any Account Admin can delete users from any user group regardless of who initially created the user group.

Steps:

1. Go to Settings -> User groups.

2. Click the user group from which you want to delete users.
   The Users screen opens.

3. Do one of the following:

   • To delete one user, hover over the user that you want to delete from the user group, and click Remove.

     

   • To delete multiple users, select the users to delete, and click Remove that appears at the bottom of the page.

     

4. Confirm the deletion.
   The users are deleted from the user group.

Add profiles to a user group

You can add the same profile to multiple user groups.

Before adding a profile to a user group, learn what impact it may have on the following settings:

• Visibility of profiles
  Once a profile is added to a user group, all the users in the group can see it. This may not be relevant for the users with the “Account Admin” and “Admin User” account roles (see Account Roles) who can see all the profiles in the account by default, but it may be crucial for the users with an account role that does not allow for seeing profiles.
  The level of access to the content of the newly added profile is set according to each user’s default profile role (see Profile Roles). You can then change the profile role for each user individually (see Profile Roles).

• A profile role set for all users in a user group
  If you applied a profile role to all the users in a user group at once (see Profile Roles), adding another profile to this user group does not automatically assign the users the same profile role for the newly added profile. Instead, each user is assigned their default profile role for the newly added profile. You can then change the profile role for each user individually, if needed.

To be able to add profiles to a user group, you must be an Account Admin (see Account Roles). Any Account Admin can add profiles to any user group regardless of who initially created the user group.

Steps:

1. Go to Settings -> User groups.

2. Click the user group where you want to add profiles to.
   The Users screen opens.

3. Click the Profiles tab.

4. Click Assign Profile.

   

   The dialog for adding profiles to the group pops up. All profiles that you have access to are listed.

5. Select the profiles to add to the user group, and click Assign Profiles <n>.
   The profiles are added to the user group and appear in the list of profiles on the Profiles screen.

Delete profiles from a user group

Deleting all profiles from a user group does not delete the user group itself. You can add profiles back to the user group at any time (see earlier in this article).

Before deleting a profile from a user group, learn what impact it may have on the following settings:

• Visibility of profiles
  Once a profile is deleted from a user group, the users in the group can no longer see it, unless they have an account role that allows them to see all the profiles in the account by default (for example, Account Admin; see Account Roles).

• A profile role set for all users in a user group
  If you applied a profile role to all the users in a user group at once (see Profile Roles), deleting a profile from this user group does not change the users' profile role for this profile.

To be able to delete profiles from a user group, you must be an Account Admin (see Account Roles). Any Account Admin can delete profiles from any user group regardless of who initially created the user group.

Steps:

1. Go to Settings -> User groups.

2. Click the user group from which you want to delete profiles.
   The Users screen opens.

3. Click the Profiles tab.

4. Do one of the following:

   • To delete one profile, hover over the profile that you want to delete from the user group, and click Remove.

     

   • To delete multiple profiles, select the profiles to delete, and click Remove that appears at the bottom of the page.

     

5. Confirm the deletion.
   The profiles are deleted from the user group.

Find out what user groups a user is in

To be able to find out what user groups a user is included in, you must be an Account User or Account Admin (see Account Roles).

Steps:

1. Go to Settings -> Users.

2. Find and click the user in the list on the left.

3. Click the User groups tab.

   

   The user groups that the user is included in are listed.