Utilizing Groups

Roles: Read Only, Authors, Admins

Groups are an essential Guru feature, as user permissions and Collection access are granted at the Group level. Additionally, Groups with the Author role can be selected as a verifier, so if you aren't sure which individual to direct a question to, you can ask a Group. Groups also make the process of verification easier as it spreads the responsibility. To alert users of new information or ask a clarifying question you can even @mention Groups in comments.

How to Utilize Groups

  • Groups should represent the division as well as the expertise of users in the Group. For example, the sales team should have a Sales Reps Group and a Sales Experts/Managers Group. Separating the experts reflects their role, and allows your team to easily @mention them or address a question to that Group. This also applies to other divisions. The engineering team, for example, should have an Engineering Experts Group so reps don't have to know the exact person to select to answer a question.
    • This is particularly important within Collections, which allow you to grant permissions by Group on a Collection by Collection basis. For example, the Sales Experts/Managers should have the Author role in the Sales Collection and the Read Only role in the Marketing Assets Collection. This system ensures that only the appropriate experts are editing content.
  • Groups can be verifiers on Cards. This allows multiple users to share the responsibility of verification. It also allows someone in the Group to make edits without the Card needing to be verified again.
  • @mentioning a Group sends a notification (Slack or email) to that Group and it pops up in their Guru Notifications queue. This is a great way to clarify something if a Card is unclear or out of date as well as alert the team of new or changed knowledge.
  • You should select the Group that users belong to when inviting them; this helps Guru easily scale with you and your team, and ensures your teammate will be able to perform their needed functions when they join Guru! As more of your company stakeholders start using Guru you just need to add them to the Group to which they belong or create a new Group.
  • If you would like to change the Role of an entire Group of users, you can easily do that by clicking the settings gear on the applicable Group and choosing the new Role.
  • As their function is administrative, Admins cannot be @mentioned, chosen as verifiers, or experts to answer a question. Their role is assigned individually, not at the Group level.