Groups are a quick way to add multiple email addresses together at once. For example, to add a list of email addresses (internal and/or external) into a workflow step, as editors, as proof owners etc*. When creating a group, a name is required. For example ‘marketing team‘, ‘ACME client’, ‘Compliance team’ etc.
Enterprise team administrators can create and manage groups.
Default roles for group members
When creating a group, a default role for the user can be set. This is used and applied if the group is added to a workflow.
Default role options:
None
View only (available if the view only role is licensed for your team and is enabled)
Reviewer
Mandatory
Gatekeeper
Note
The approver role is not seen in the default role options. This is because the approver role is set in the last step of the workflow. If the group is added to the last step of the workflow, all members of the group will be set as approvers.
Groups are suggested as several matching characters are typed into the email address field.
Tip
To only match characters against a group name, type # before typing characters.
To create a group
Step 1
As a team administrator, click your avatar and select team, then groups.
Step 2
Click create group and add a name and description for the group.
Step 3
Click the plus icon to add an email address to the group. Email addresses can be comma separated to add several email addresses at once.
Group management
To remove a group member, click the 3 dots icon and select remove from group.
Click the 3 dots icon to edit the group, archive the group, or delete the group.
* Groups can be used in a workflow step. This new feature will be extended to all areas whether an email address can be entered. For example: adding an editor, adding an owner etc.
Tip
When viewing team members, any team member who is part of a group will have the group name displayed. To quickly remove them from the group, hover over the group and click the x icon.
