Overview
Managing group membership is now simpler. The Members page brings inclusion, exclusion, and criteria-based configuration onto a single screen, with a clear view of who is in the group and how they got there.
Previously, the settings for managing inclusion and exclusion of users were configured separately in the top right of the group screen, which could be confusing because it didn’t link directly to user lists and didn’t clearly show which users were included in the groups and which users were excluded. The display was split between users that were manually added and users that were added via matching criteria.
The underlying behaviour of groups is unchanged. Existing groups continue to work as they did before; only the way you build and adjust them has changed.
New User Interface
This display has now been divided logically into two sections:
Members: Users that are included either manually or by matching the defined criteria. Use this list to grant access to content shared with the group.
Excluded users: Users that have been manually excluded from the group. Use this list to add people that you don’t want to have access to content shared with the group.
The Method column on these grids give a visual indicator of whether they were manually included / excluded or if they are included based on the criteria defined:
Indicates a manual selection.
Indicates inclusion based on matching the defined criteria.
Manually Including and Excluding Users
Users can be manually included or excluded from groups by accessing the + Manual select option or the + Manual exclude option (See: How to Add Members to a Group Manually | How to Exclude Users from a Group).
To correctly set up the file for managing the list of users externally, you can download a template using the Export CSV Template button.
Including Users via Criteria
The + Set criteria option enables you to include users by defining inclusion and exclusion criteria (See: How to Add Members to a Group by Criteria). Users who match the inclusion criteria (Any of) and don’t match the exclusion criteria (All except) will be included in the group.
Criteria can be nested. Each criteria block holds one or more conditions joined by AND (use + AND condition to add another). To express alternatives, use + OR condition block to add a new block; a user only needs to satisfy one block to be included. Each block has a name (default: "Untitled Criteria") that you can edit to make the rule easier to read later.
There is a quick access option at the top of this screen to include all employees added to the system (See: How to Include All Employees in a Group). If this is set, then the criteria fields will be disabled.
Note: The criteria logic allows group members to be defined and filtered. To prevent specific users who could potentially be included through the criteria from accessing shared content, they must be excluded manually. Only manually excluded users are shown in the excluded users section.
By default the group will keep itself updated as new users match the criteria or as existing users' attributes change. This is controlled by the Add matching users automatically in the future checkbox at the bottom of the screen, which is on by default. Uncheck it if you want the group to be a one-time snapshot. This applies to any criteria set, including the Include all employees setting.
Related articles
- How to Create and Manage Groups
- How to Add Members to a Group Manually
- How to Add Members to a Group by Criteria
- How to Include All Employees in a Group
- How to Exclude Users from a Group
- How to Edit, Export, or Delete a Group