User Groups control which Portfolios your users can access. Instead of giving access user by user, you assign Portfolios to a User Group, and every member of the group gets access to them. When a team changes, you update one group rather than many users.
You need the Administrator role to create, edit, or delete User Groups.
How access works
- You assign Portfolios to User Groups, never directly to users.
- A user can belong to several User Groups.
- A user can access a Portfolio when at least one of their User Groups has it.
For example, Northwind Supplies creates a "Sales EMEA" User Group with the "Spring collection" and "Professional range" Portfolios. When a new sales representative joins, the administrator adds them to "Sales EMEA", and they see both Portfolios as soon as they sign in.
View User Groups
Go to Admin > User management > User groups. The list shows each group's Name, Portfolios, Description, and Creation date.
- Search for a group by name or description.
- Click the Name or Creation date column header to sort the list.
Create a User Group
- Go to Admin > User management > User groups.
- Click New group.
- Enter a User group name. Each name must be unique.
- Optionally, enter a Description to explain the group's purpose to other administrators.
- In Portfolio selection, search for and select the Portfolios the group can access.
- In User selection, search for and select the users who belong to the group. You can select users who are still invited.
- If your company uses SSO group mapping, enter the SSO groups to map in SSO Group mapping. See Set up SSO group mapping
- Click Save.
Members get access to the selected Portfolios right away. A group without Portfolios gives no access to products.
Create your User Groups before you invite users. You can then select the right groups in the invitation, and new users see their Portfolios as soon as they sign in.
Edit a User Group
- Go to Admin > User management > User groups.
- Click the group's row.
- On the Edit user group page, change the name, description, Portfolios, users, or SSO group mapping.
- Click Save.
When you add a Portfolio, members can access it right away. When you remove one, members lose access unless another of their groups includes it.
SSO users in User Groups
If your company signs in with SSO, the SSO group mapping setting on the Single Sign-On page decides who manages the groups of SSO users:
- Mapping on (default): your identity provider manages the groups of SSO users. You cannot add SSO users to a group or remove them manually; they appear locked in User selection. Users who sign in with an email and password are still managed manually.
- Mapping off: you manage the groups of all users manually, SSO users included.
To map identity provider groups to a User Group, use the SSO Group mapping field on the User Group page or the mapping table on the Single Sign-On page. Names must match your identity provider exactly. For the full setup, including what your IT team must configure, see Set up SSO group mapping.
Delete a User Group
Deleting a User Group cannot be undone. Its members immediately lose access to the Portfolios they got only through this group, and its SSO group mappings are deleted. The users and Portfolios themselves are not deleted.
- Go to Admin > User management > User groups.
- Click the trash icon on the group's row.
- In the Delete this user group? dialog, check the name, description, and number of Portfolios.
- Click Delete Group.
User Groups and Private Showroom guests
Guests invited to a Private Showroom are not Digital Showroom users. They do not appear in User Groups and never get access to your Portfolios: they only see the Private Showrooms they were invited to. To learn more, see What is a Private Showroom?