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Moving users between user groups

Created on 16th June 2023 at 11:51 by Jamie O'Connell

This lesson covers how to move users from one user group to another.

It is possible for users to be members of multiple groups at once. However, it is not possible to drag and drop users from one user group to another.

This means that moving a user from one group to another requires two separate steps:

Adding the user to their new user group.
Deleting the user from their old user group.

NOTE: Moving a user to another user group will not affect the jobs that have been assigned to that user (i.e. the user is still the same user). However, if jobs were assigned to entire user groups (i.e. not to a specific user), then the user will no longer have access to jobs that were assigned to the old user group.

Step 1: Add the User to the new User Group

Users can be in multiple groups at once. Therefore, we will first add the user to the new (target) user group.

In this example, we will move user@brandguardian.com from Non-Admins into Translators. So our first step is to add the user to the Translators group.

NOTE: Users assigned to more than one group have a combination of the privileges from all their user groups.

Dialog: Users and Groups

Click Settings > Users and Groups in the Navigation Menu. This will open the Users and Groups dialog.

Add the User to the new User Group

Select the group to which you want to move the user, i.e., the target user group.
Click the + (plus) button to add a user to the group.

Fill in their username (typically their email address) to the User field.
If required, choose the appropriate Domain from the drop-down menu (this will be local if you are not using your own User Server).
Click Add.

NOTE: It is also possible to choose the user from a list of existing users via the List tab, or search for the user using the Search tab.

User added to User Group

The user has been added to their new group.

NOTE: At this point, the user has permissions of both their new user group and their old user group.

Step 2: Delete the User from the old User Group

Once you have added the user to their new user group, you can delete them from their old user group.

In this example, we will now delete user@brandguardian.com from Non-Admins.

Delete the User from the old User Group

Select the group from which you want to delete the user (in this case, Non-Admins)
Click Delete in the user's Option Menu (i.e. the kebab/3-dots menu)

Confirm your decision to delete the user from the group by clicking Yes in the confirmation dialog.

User deleted from User Group

The user has been deleted from the old user group, and so only exists in the new (target) group.

NOTE: The user will now have the permissions of the new user group, and will no longer have the permissions from the old user group.

A Note on Deleted Users

Users are not completely removed from the System if they are deleted from all user groups. Users who are not in any user group on any Client Workspaces will not have access to any Client Workspace. The user's access is then revoked.

This means that, if you accidentally delete a user, you can easily add them back to the group again by clicking the + (plus) button in the user group. The user will have the same ID (i.e. be assigned to the same Jobs/Workflows as before) and their password will remain the same.

To completely remove a user from the system, please speak to your local System Administrator.

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