Creating and Managing Groups

After inviting users to your Guru workspace, the workspace admin's next step is to bundle together individuals into Groups based on their shared access requirements. Groups allow you to control the organization of the team and give different groups of users different permissions to different content - whether that content is stored in Guru or elsewhere.

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Access Required

You must be a workspace admin to invite users to Guru, create Groups, and manage users in Groups. Collection owners can only manage a Group's role in the Collections they own.

Create a Group

1. In Guru's web app, navigate to Manage, then click on Users and Groups > Groups
2. Click + Create new Group.
   
3. Type the Group name.
4. Click Save.

 

Adding users to a Group

1. On the Groups page, click the name of the Group to reveal its members.
2. Type the name(s) of the users you'd like to add to the Group. Click their name or use the arrow keys and press return or enter on your keyboard to make a selection. Repeat as many times as necessary. Click the x next to the user's name to remove them from the list.
3. Click + Add to Group button to add the user(s) to the Group

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Tip

A single user can be added to more than one Group. When a user belongs to more than one Group and both Groups have access to the same Guru Collection with different roles, their highest Group role determines the features that the user will access when interacting with that Collection.

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Note

If an admin moves a user from a Group with "author" permission to "read only" permission in the same Collection, all Cards that this author verifies will no longer have a verifier. These Cards will become untrusted over time and subject to auto-archive unless the admin reassigns verification responsibility for the Cards.

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Edit a Group's name

1. Click the ellipsis ("⋮") to the right of the Group's name, then click Edit Group Name.
2. Type over the existing Group name and click Save to save your edits.

 

Delete a Group

1. Click the ellipsis ("⋮") to the right of the Group's name, then click Delete Group. 
2. click Delete Group again to confirm your decision.

➡️ Next steps

After organizing users into Groups, the final step is to assign these Groups permission to connected sources and/or Collections. 

Interacting with Groups

• All users can @ mention a Group in a comment of a Card. This is a great way to ask a clarifying question about Card content. Learn more about Card comments.
• A workspace admin can set a Collection owner or author Group as a default verifier of a Collection. Collection owner and authors can set an entire Collection owner or author Group as the verifier of the Cards within that Collection. This allows for someone in the Group to make edits to a Card without needing the Card to be verified by an individual again.
• Collection owners and authors can send an announcement to a Group, which will notify every member of the Group. This is a great way to alert the team of new or changed knowledge. Learn more about announcements.
• All users can crowdsource answers by asking the Group a question via the "Ask an Expert" feature. Learn more about Ask an Expert.
• 🏘 Access to multiple workspaces? In organizations with more than one Guru workspace, you'll be able to access other workspace's Groups and can grant them "read only" permission to a Collection in your workspace. Users who are members of multiple workspaces will then be able to view all content they have permission to across all workspaces each time they sign in to Guru. Learn more about workspaces.