Managing user groups

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Managing user groups

User groups are used to group users together who require access to the same database(s). User groups are required if you want to grant user access to a database, as users cannot be added to a database, nor to a matter to which the database is associated.

The user group can be associated with a matter to which a database is associated, allowing the users of the user group to open that database. See Managing matters for more information.

To Add a User Group

1.From the Admin Console, click the Management tab.

2.Right-click on the User Groups folder and select New usergroup.

i.An empty folder appears.

3.Type a name for the user group in the field and press Enter.

The user group is now created.

Next you need to assign the users to the user group.  

To Delete a User Group

Deleting a user group removes it from the Concordance Desktop server and removes any associations it has to any matters. Once you delete a user group, if you need to recreate it, you need to associate it with at least one matter to allow users of the group to open any database that is associated with that matter.

1.From the Admin Console, click the Management tab.

2.Expand the User Groups folder on the left to display the list of matters.

3.Right-click the user group you want to delete and select Delete usergroup.

4.You are asked to confirm the deletion, click Yes.

If you delete the "All Users" user group or remove it from the "All User Groups" matter, it prevents ALL users from accessing ALL databases on the Concordance Desktop server. For this reason, we recommend that you do not delete this matter and user group unless you plan to create a matter and user group for every database on the server, and then associate the appropriate databases and user groups with the various matters.

To Assign Users to a User Group

1.If not already visible, double-click on the User Groups folder to display the list of user groups.

2.Select the newly created User Group.  You can type a more descriptive name or description of the user group in the Description field in the right-hand pane.

3.Add a user or users to the User Group by either using the drag and drop method or user selection.

Selecting the column header User for either Available Users or User Group User will sort the users in ascending or descending order.  The users can also be sorted by email address using the column header eMail in ascending or descending order.

4.  After sorting the users to find your desired user, do one of the following:

Select the user from the Available Users column and select Add.

Select the user from the Available Users column by clicking the left mouse button twice.

5.  The added user will be removed from the Available Users column and added to the User Group Users column.

Available users - lists all users registered on the server.

User Group Users - lists all users currently added to the selected user group.  

If there are more entries in either column (Available Users or User Group Users) than can be displayed at once, then a scroll bar will be displayed for scrolling purposes.

To Add Users by Drag and Drop

1.Double-click on the Users folder to display the list of users.

2.In the Users list, press and hold the mouse button down on a user name.

i.To select multiple users at once, use CTRL+click or SHIFT+click to select the names.

ii.Once they are all highlighted, release the CTRL or SHIFT key - the user names should remain highlighted. Place the mouse anywhere over the list of highlighted names and then press down and hold the left mouse button.

3.Drag the mouse until it is on top of the user group you just created, then release the button to drop the database onto the user group.

i.This action assigns the selected user(s) to the user group.

4.Repeat steps 3 and 4 to assign more users to the user group.


To see the changes reflect on the menu tree select Refresh .   After adding all desired databases to the matters, select Synchronize now from the Management tool bar to update the changes in the matters and databases.