Manage Groups

User Group represents a set of users who are part of a team, department, or section in the organization. It determines the role or activities the user performs. In Luma Knowledge, Groups are used to manage permission on Knowledge Artifacts. Administrators can create User groups and add users. These groups are used to manage access to view and manage artifacts in the system.

For example, an HR group should contain users from the HR department and have access to HR-related Knowledge Artifacts. This ensures that only users related to the appropriate group can access HR-related information. The Artifacts are not visible to users from another group such as Finance, Networks.

Administrators can create and edit groups to manage permission on Artifacts. Once user groups are created, assigning permission to the group allocates the permission to all the member users.

Out-of-the-box (OOTB) Groups

These are default groups available out-of-the-box in Luma Knowledge. The groups are assigned automatically to the users based on the Role assigned. There are five OOTB groups:

• Public: Contains all users added to the tenant. All users are automatically assigned to the public group, and cannot be removed from this group.

• Default Administrator: Contains all administrators in the tenant. Users in the group can manage Knowledge artifacts and tenant configuration.

• Default Curator: Contains all Knowledge Curators in the tenant. Users in the group create, review, manage and publish the Knowledge Artifacts in the system.

• Default End Users: Contains all users with End-user Role in the tenant.

• Guests: The group contains unregistered users i.e. users without an account in the tenant. The group is assigned access to only Public Artifacts. Anonymous users who haven't be authenticated and are given a temporary user identity belong to the Guests group and are able to access general information accessible to the group.

Create a User Group

User Groups are used to create a set of users and assign permission to Knowledge Artifact. This ensures the Knowledge is available to only the appropriate set of users. Various user groups are created to cater to topic-specific user requests. 

To create a new group, do the following:

1. Navigate to User Management → Groups.

2. Click on Create Group.

3. Add the following Group details:

   1. Group Name: This is the display name for the user group.

   2. Status represents the current status of the user group.

   3. Add the group Description.

4. Click on Create.

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Add Users to the Group

Once the user group is created, you can add multiple users to the group. To add users to the group, follow the below steps:

1. Select the required user group.

2. On the group details page, scroll down to the Users section.

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3. Click on Add User. A list of the registered users in the tenant is displayed.

4. Choose from the list displayed on the screen or search for the desired user.

5.  Select the required users and click Add. To add all the users from the list, select the checkbox on the header grid. Else, click Cancel to exit.

Selected users are added to the group.

Edit a User Group

Using the Edit option, you can update the group details. To edit the group:

1. Select the required Group from the Groups list.

2. Click on Edit.

3. Update the details as required. The following fields are editable:

   1. Group Name

   2. Status

   3. Description

4. Once the changes are done, click on Save.