Teams and groups

Groups and teams both collect people together, but they do different jobs. A group grants permissions to everyone in it, which saves you setting the same access person by person. A team is a stable, named set of people that other parts of Structurell can point to, such as the reviewers in a content sign-off stage. Teams don't grant any access on their own.

You manage them on Account → Access → Groups and Account → Access → Teams.

Before you start

Groups and teams are managed by subscription administrators. A group can only give access that your package includes, and only access you hold yourself. If you're new to how permissions work, read Users, teams, groups and permissions first.

Groups

A person's access is everything they hold directly plus everything from every group they belong to. Removing a permission from a user doesn't take it away if one of their groups still grants it.

Create a group

1. Go to Account → Access → Groups and select New.
2. In General, enter a Subscription group name and a Subscription group description. Both are required.
3. In Subscription permissions, choose the access members of this group should get for each service. Select Advanced to set access feature by feature.
4. Select Save.

Add people to a group

You add people to groups from the user, not from the group. There are two ways to do it.

From the user's menu:

1. Go to Account → Access → Users.
2. Open the menu next to the person's Edit button and select Groups.
3. Tick each group they should belong to, and untick any they should leave. If you see "This subscription has no groups yet.", create a group first.
4. Select Save. You'll see "Groups updated."

From the user's page:

1. Go to Account → Access → Users and select Edit next to the person.
2. In Groups, select each group they should join. Selected groups are highlighted. Select a highlighted group again to remove them from it.
3. Select Save.

Change or remove a group

• To change a group's name, description or permissions, go to Account → Access → Groups, select Edit next to the group, make your changes and select Save. The change applies to every member.
• To remove a group, open the menu next to its Edit button, select Remove, and confirm "Are you sure you want to remove this group from this subscription?". Members lose any access that only this group gave them.
• To remove several groups at once, select them in the list and choose Delete under Deletion in the bulk actions.

Teams

Account → Access → Teams lists your teams. Each shows its name, its machine key, how many members it has, and whether it's Active or Archived. Teams are offered wherever Structurell asks you to choose a team rather than individual people, for example when you set up a publishing sign-off stage for content.

Create a team

1. Go to Account → Access → Teams.
2. In Create Team, enter a Name.
3. Optionally enter a Machine key. This is a short identifier for the team. If you leave it blank, Structurell creates one from the name. Each key must be unique in your subscription and can't be changed later.
4. Optionally add a Description.
5. Under Members, tick the users who belong to the team.
6. Select Save. You'll see "Team saved."

Edit a team

1. Select Edit next to the team. The form changes to Edit Team.
2. Change the name, description or members. The machine key can't be edited.
3. Select Save, or Cancel to discard your changes.

Archive or delete a team

• Select Archive next to an active team, confirm "Archive this team?", and select Confirm. Archived teams stay in the list but are no longer offered when you choose a team.
• Once a team is archived, a Delete button appears in place of Archive. Select it and confirm to remove the team permanently.

Troubleshooting

• A person isn't listed under Members. Only users in your subscription appear. Add them first on Account → Access → Users.
• The Machine key shows an error. The key is already used by another team in your subscription, or contains characters that aren't allowed. Choose a different key.
• A member of a group still can't see a feature. Check that the feature is in your package and that the group's permissions include it.

Related articles

• Users, teams, groups and permissions
• Access review