We have talked about sharing before. But today we wanted to talk about the concept of groups and how they can really help you get the most out of sharing with DocLanding.
Groups let you control access to a certain file cabinet, group of file cabinets or folder or groups of folders in your POINT. Basically, you can set up a group and decide what that group should be able to see and then add users to that group as you need. It’s a really powerful feature but not everyone takes advantage of it.
For our clients who have a lot of documents to manage we always recommend using groups because it’s easier to share with a single group and keep track of those shares than 5,000 document shares. In fact, even if you don’t have a lot of documents using groups is still a great tool for sharing.
Typically, we recommend setting up four groups for each file cabinet to start with. Why four, you ask? Simple, one group for each level of permission that can be granted.
For example, let’s say you have File Cabinet you wish to share out regularly but you have different kinds of users who will have different levels of access. Some will be view only, some will have create rights etc. Let’s call this File Cabinet Clients, today.
We recommend setting up four groups: Clients_View, Clients_Create, Clients_Modify and Clients_Delete.
Here’s how you would set up the Clients_Create group.
When you set up groups this way and add users it’s very easy to grant and manage access to the file cabinet. Further, because you are using a group it’s simple to see who belongs to the group or what groups a user belongs to for auditing purposes.
Using Groups for Folders is simple too, though the process is a little different so we will talk about that next time.
If you haven’t already checked out our support site, here’s a quick link to the Groups Documentation available there.
So go ahead and set up some groups and start sharing because groups really do make sharing better!