How to Create and Manage User Groups

User groups establish user roles in Documoto. A single user may have multiple user roles applied to them (e.g. administrator, publisher, viewer, etc.). In other words, a user may be assigned to one, or many, user groups depending on their role(s). 

Article Topics

• Purpose of User Groups
• How to Create a New User Group
• Editing and Deleting User Groups

Purpose of User Groups

In Documoto, user groups serve two purposes: 

1. Define what categories of media a user can see
2. Establish user privileges, such as:
   • Ability to see the cart
   • Ability to change user preferences
   • Ability to print interactive media
   • Access to modules (Tenant Admin, Organization Admin, Publisher and/or Reporting)
   • Ability to view or add related media
   • Ability to view or add comments
   • Ability to view or add attachments
   • Ability to administrate orders

How to Create a New User Group

1. Log in to Documoto.
2. In the ‘Admin’ drop-down, select ‘Tenant Administration.’
3. Select ‘User Groups’ in the ‘Profile’ section.
4. Click the ‘New’ button.
5. Enter the user group name in the ‘Name’ field.
6. In the sections listed below enable or disable access and privileges:
   • Media Categories
   • Attachments
   • Comments
   • Ecommerce
   • Modules
   • Pricing
   • Related
   • Shopping Cart
   • User
7. For detailed definitions of what each privilege enables or disables, refer to: User Group Privileges and Organization Capabilities. 
8. NOTE: at the user group level, you are configuring settings based on the user's role - not the user's organization; it's likely that different roles may exist within a single organization (e.g. view only vs. the ability to submit orders)
9. 
10. Click ‘Save’ to create the new user group.
11. You should now see your user group in the ‘User Groups’ grid.

How to Edit and/or Delete User Groups

1. Log in to Documoto.
2. In the ‘Admin’ drop-down, select ‘Tenant Administration.’
3. Select ‘User Groups’ in the ‘Profile’ section.
4. Highlight the user group you wish to edit or delete by clicking it in the ‘User Groups’ grid.
5. Select the ‘Edit’ or ‘Delete’ button.
6. If you are editing the user group, ensure that you click ‘Save’ after you are done making changes.
7. If you are deleting the user group, select ‘Yes’ in the ‘Confirm Removal’ pop-up.