Manage User Groups

User groups let you organize your users and control which portfolios they can access. Instead of assigning portfolios to individual users, you assign portfolios to user groups, and all members of that group automatically get access. This makes it easy to manage permissions at scale.

View User Groups

1. Go to Admin > User Groups.
2. The list displays your existing user groups with the following columns:
   • Name - The name of the user group
   • Portfolios - Badges showing which portfolios are assigned to the group
   • Description - An optional description of the group's purpose
   • Created at - When the group was created

You can sort the list by Name or Created at by clicking on the column headers. Use the search bar to find groups by name or description.

Create a User Group

1. Go to Admin > User Groups.
2. Click Create group in the upper-right corner.
3. Fill in the group details:
   • Name (required) - Give the group a descriptive name, such as "Sales Team" or "Marketing EMEA".
   • Description (optional) - Add a description to help other administrators understand the group's purpose.
4. Under Portfolios, search for and select the portfolios that members of this group should be able to access. Click on a portfolio to add it, and click the remove button to unassign it.
5. Under Users, search for and select the users you want to add to this group. You can add users who have already been invited to Digital Showroom.
6. If SSO is configured, you can optionally add SSO group mappings to automatically assign SSO users to this group. See Map SSO groups below.
7. Click Save to create the group.

Edit a User Group

1. Go to Admin > User Groups.
2. Click on the user group row you want to edit.
3. Update any of the following:
   • Name - Change the group name.
   • Description - Update or add a description.
   • Portfolios - Add or remove portfolio assignments. When you add a portfolio, all group members immediately gain access to it. When you remove one, they lose access.
   • Users - Add or remove users from the group.
   • SSO group mappings - Add or remove SSO group codes (only visible when SSO is active).
4. Click Save to apply your changes.

Delete a User Group

1. Go to Admin > User Groups.
2. Click the trash icon on the row of the group you want to delete.
3. Review the group details in the confirmation dialog (name, description, and number of assigned portfolios).
4. Click Confirm to permanently remove the group.

Map SSO Groups

When SSO is configured for your organization, you can map external SSO group names to Digital Showroom user groups. This means that when users log in via SSO, they are automatically added to the corresponding Digital Showroom user groups based on their SSO group membership, and they get access to the portfolios assigned to those groups.

To configure SSO group mapping from the user group form:

1. Go to Admin > User Groups and create or edit a user group.
2. In the SSO group mapping section (visible only when SSO is active), enter the SSO group code that should map to this Digital Showroom user group.
3. Click Save.

For example, if your identity provider has a group called "sales-emea", you can map it to a Digital Showroom user group named "Sales EMEA". When a user logs in via SSO and belongs to the "sales-emea" group, they are automatically added to the "Sales EMEA" user group and gain access to its portfolios.

How User Groups, Portfolios, and Users Connect

Here is how the access model works in Digital Showroom:

• Portfolios are assigned to user groups.
• Users are members of one or more user groups.
• A user can access a portfolio only if they belong to a user group that has that portfolio assigned.

This means you never assign a portfolio directly to a user. Instead, you manage access through user groups, which makes it straightforward to handle team changes without updating individual user permissions.