Creating and managing access groups

Time to complete: 10–15 minutes
Prerequisites: Decide how you want to segment your customers and content (e.g., by tier, region, or partner type).

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Table of contents

• Creating access groups
• Naming best practices
• Editing access groups
• Deleting access groups
• Common questions

Creating access groups

You can create access groups in two places, depending on your workflow.

Option 1: While editing a document

1. Open any document for editing.
2. Set Access to “Some approved customers.”
3. Type your new access group name and press Enter.
4. The group is created and immediately assigned to that document.

Best for: Creating groups as you go while organizing documents.

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Option 2: In Organization Preferences

1. Click your organization name (top left) → Settings.

2. Go to "NDA & Access" under "Trust Center", and scroll to "Manage Access Groups."

2. Click Add Access Group.
3. Enter a name and save.

Best for: Planning your access group structure before assigning them to documents.

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Naming best practices

Good names:

• Prospects
• Pen Test Results
• EU Customers

Avoid:

• “Group 1,” “Group A” ⬅️ not descriptive
• “Special” ⬅️ unclear meaning
• Overly long names (keep under 25 characters)

💡

Pro tip

Choose names your sales or customer-facing teams will understand as they’ll often be assigning users to these groups.

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Editing access groups

1. Click your organization name (top left) → Settings.

2. Go to "NDA & Access" under "Trust Center", and scroll to "Manage Access Groups."

2. Click Add Access Group.
3. Edit any name and click "Save."

Note: When you edit a name, it updates everywhere and all documents and connections using that group are automatically updated.

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Deleting access groups

1. Click your organization name → Organization Preferences.
2. Scroll to Access Groups.
3. Click the ✕ (delete) icon next to the group.
4. If the group is still in use, a tooltip will show where it’s currently assigned (e.g. to documents or contacts).
5. Remove the group from all listed places first, then return to delete it.
6. Click Save Changes to confirm.

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Common questions

How many access groups should I create?
Start with 2–3. Most companies never need more than 5.

Can I rename a group after creating it?
Yes, renaming updates it everywhere automatically.

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What's next?

• Assign groups to documents: Managing document access
• Grant groups to customers: Adding Connections to access groups

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Need help? Start with Troubleshooting → Trust Center issues or email [email protected].