People & access
Groups — who can see what
A group is a label like “eng”, “hr” or “finance”. A person can read a document when they share at least one group with it — or when the document is open to everyone. Manage them from the Groups button on the Users page: one list with each group's member and document counts, Edit and Delete beside it.
Creating a group
- Users → Groups → New group. Give it a name — lowercase letters, digits, . _ - only, starting with a letter or digit; the grp: prefix is added automatically — and a description.
- Pick its members in the same dialog. Membership lives on the person's record, so it also shows under Users → Edit and can be changed from that side. A person in no group can read only documents open to everyone.
- Tick the sources the group can read under Can read (sources): that covers everything the source brings in, and a sync starts right away. Sources marked “open to everyone” are already readable by every signed-in user; restrict the source itself to change that.
- Press Create group.
Single documents
Documents → Access, on a document you uploaded directly, opens Document access: pick the groups (or people) that may read it and Save access — clearing every entry hands it back to its source's own access. A user's file map (Users → Edit → View file map) lists every document by source with whether that person can read it and through which group; Make readable adds the person by name and nobody else gains access, Edit access… sets the full list, and Restore source access forgets it. A custom list is pinned: it survives every later sync, and a document that mirrors its source's own sharing follows that sharing again only once you restore it.
Groups stack rather than narrow: someone in both eng and hr can have an HR policy and a Jira ticket cited in the same answer, with no group created just for that overlap. A grant made to a person by name, and a source's own sharing with that person's email address, count alongside their groups.
Deleting a group
Delete… on a group nobody holds removes it at once. A group still assigned shows a confirmation first — how many users lose it, the documents it still touches (the first eight listed), and that documents and sources left without any group become open to everyone — and Delete everywhere then removes it from every user, document and source in one go; only access is rewritten, the documents themselves are not re-read, and the audit log records it.
Everyone implicitly belongs to “everyone”, so a document with no group at all is readable by every signed-in user — and “everyone” cannot be created as a group by hand. Groups found on synced documents appear in the manager automatically. Users → Edit shows what a person can currently read, checked against the same rule the chat applies; the file map lists up to 4,000 documents.
Last updated 20 Sep 2026