Groups — grant access to a team, not one person at a time Pro

Assigning documents person by person works until it doesn’t. An agency running forty client areas ends up picking the same six people over and over, and a single staff change means editing every category and document that person could reach.

A group is that list of people, named once.

Creating one

Documents → Groups → Add group. Give it a name, tick the members, publish.

Using one

A group can be granted:

• A client area — on the category edit screen, tick the group under "Client area — groups".
• A single document — in the FileDeck box, set Visibility to Specific people only, then tick the group under "Or whole groups".

Groups and named people are an OR

Adding a group never revokes anyone. <!– claim-ok: verified by the integration suite — "an individually named person still gets in alongside a group" –>If a document names two people and a group, anyone in either set gets in. That is deliberate — "the client team, plus our account manager" is the normal case.

The same applies to categories, where groups sit alongside individually named people and email-domain rules. A person gets in by matching any one of the three.

Changing a group changes every grant

This is the whole point. Remove someone from the group and they lose access to every client area and every document that group was given, immediately. Add someone and they gain all of it.

There is no per-grant override — if one person needs different access, name them individually on the thing they need rather than bending the group around them.

When a group or a user is deleted

Deleting a user removes them from every group.

Deleting a group removes the grants it held, on both categories and documents. <!– claim-ok: verified by the integration suite — "deleting a group clears the document grant it held" –>Nothing is left pointing at it, so a future group created with the same underlying ID cannot inherit its access.

Groups vs email domains

Both admit more than one person.

• Use a domain rule when the set is "everyone at this company" and you want new joiners in automatically.
• Use a group when the set is a specific list of people you maintain — which is most of the time, and is the stronger of the two because membership is explicit rather than inferred from an email address.