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Creating and managing access groups

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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).

Table of contents

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.
Document edit modal showing 'Some approved customers' selected and a new group called 'Prospects' being typed inline.

Create new access groups inline while editing a document.

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

Option 2: In Organization Preferences

  1. Click your organization name (top left) → Organization Preferences.
User menu expanded in Conveyor showing the Organization Preferences option highlighted. This is where you can manage settings like access groups for your Trust Center.

Go to Organization Preferences from the user menu to create, edit, or delete access groups.

  1. Scroll to the Access Groups section.
  2. Click Add Access Group.
  3. Enter a name and save.
Organization Preferences screen showing the Access Groups section and 'Add Access Group' button.

Create access groups ahead of time in Organization Preferences.

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

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.

Editing access groups

  1. Click your name → Organization Preferences.
  2. Scroll to Access Groups.
  3. Find the access group you want to update.
  4. Update the name and save.
Editing an access group name in Organization Preferences.

Renaming a group updates it everywhere automatically.

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

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.
Organization Preferences page showing the Manage Access Groups list. A tooltip is displayed next to the HIPAA group explaining that it’s currently in use on Contacts and must be removed before deletion.

If a group is in use, a tooltip will list where it’s assigned. Remove it from those places first, then delete.

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.

What's next?

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

Updated 2 days ago