When to use user groups

There are several reasons why user groups are the correct choice when managing users.

Some of the main advantages include the following :

Permission management
  • You can apply permissions to a user group instead of an individual user.

  • Any user account under that user group will automatically receive the permissions of that group.

For example, if you have a user group called Content Authors and you have given them write permission to your site, any user account created under this user group will automatically receive that permission.

Workflow management
  • You can use user groups in a workflow schema to allow several people to approve the asset. This ability allows another person from the user group to make workflow approval if a user is unavailable.

Account management
  • If a user joins your organization, instead of changing the permissions in your system, create a user account for them in the appropriate user groups.

They will receive the permissions that have been granted to this user group and be part of any approval processes of which this user group is part.

  • If a user leaves your organization, instead of changing the permissions in the system, remove their user account from the user group, and they will no longer have permissions.

Feature management
  • You can restrict which screens on a particular asset type the users in the user group can view.

For example, you can deny your Content Authors access to the Permissions screen on a standard page asset. This action does not remove the Permissions screen from the menu, but when the authors try to view it, they will see a sign in box.

  • You can customize individual preferences for the users in the user groups. Some of these preferences include WYSIWYG Plugins they can see, the maximum file size they can upload, and where the Save button is on the screen.