Adding and managing groups

Create groups to control the level of access specific groups of people have to different resources in the Diligent One Platform.

How it works

Groups are a security feature in Launchpad that allow you to assign the same level of access to multiple users simultaneously.

Each group must have a unique name and at least one person specified as the group owner. If there is only one group owner, you cannot remove that person from the group until you appoint another group owner.

Default groups

There are two default groups. You cannot modify or delete default groups, but you can use them to assign resources in Diligent One.

Membership within the default Launchpad groups is automatically updated when users are added or deleted from Launchpad, or when user roles change.

Default group	Description
Professional System Admins	contains all users that have the System Admin user type in Launchpad and the Professional subscription
All Users	contains all users who have been added to Launchpad

Resources that can be assigned to groups

Resources are items in Diligent One that can be assigned to a group or individual.

Resources include:

• Projects in the Projects app
• Frameworks in the Frameworks app

For more information, see Assigning user roles in projects and frameworks.

Permissions are additive

The access a user has to a project includes all of the access they have through their individual and group roles. Additionally, they may have further access if they are assigned as the owner to specific parts of the project. For more information, see Assigning user roles in projects and frameworks.

Best practices

There are a variety of strategies to use groups effectively.

Naming groups

Standardizing how groups are named is one of the best ways to manage users.

Tips

• Organize users into groups that your company already knows. This ensures the right people are added to the right groups and receive the appropriate access in Diligent One.
• Start by creating broad group names, and get more specific, as required.
• Create and distribute a guide for naming groups with your company.
• Consider using a set of standard prefixes to keep group names consistent and descriptive:

  Example prefix	Usage	Examples
  department- or team-	for groups to coordinate department or team-related activities	team-compliance team-internal-audit
  project-	for cross-functional teams working together	project-GDPR project-IT-General-Controls

Managing existing groups

As your company evolves, people will join and leave teams. In addition, projects may be renamed, postponed, or even canceled entirely. It is important to ensure your groups reflect your current organizational structure and workload.

Tips

• Review groups on a regular basis.
• Rename groups to ensure their purpose is clear.
• Appoint the appropriate group owners to manage membership and access within their group.
• Disable groups that are no longer needed.
• After a brief waiting period, delete disabled groups to remove them from Diligent One.

Example

Permissions

System Admins and Users can be specified as owners or members. They can also not belong to a group (Non-member).

The combination of the person's system-wide user type and group user type defines their level of access to groups in Launchpad.

System-wide user type	Group role	Access available
System Admin	Owner	View default groups View and update group details (group name, purpose, owners, and members) Manage group roles
	Member or Non-member	View group details Manage group roles
User	Owner	View and update group details (group name, purpose, owners, and members) Manage grouproles
	Member or Non-member	Not applicable

For more information, see System-wide user types and group roles (permissions).

Navigate to the Groups page

1. Open Launchpad.
2. If your company uses more than one instance in Launchpad, make sure the appropriate instance is active.
3. Select Platform Settings > Groups.

   Result The Groups page opens.

View group details

1. From the Groups page, search for a group by name.
2. Click the name of the group you want to view.
   Result The Group information panel opens with the details.

   You can also view the group ID appended to the URL. For example: https://accounts.highbond.com/orgs/11594/groups, where 11594 = group ID.

Create a group

If you are a System Admin, you can create new groups.

1. Click + New group. The Create new group side panel opens.
2. In the Group information section, enter the following information:
   • Name Specify the group name. The character limit is 255.
   • Purpose Optional. Describe the reason that the group exists. The character limit is 500.
   • Owners Select at least one person to be responsible for managing the group. By default, you are the group owner.
3. Click Continue.
4. Click + Add members.
5. Search for and select the appropriate user(s) to add to the group, and click Save and finish.
   Result The group is created. Group owners are notified by email.

Add members to a group

If you are a group owner, you can add members to your group.

1. From the Groups page, search for a group by name.
2. Click the group name you want to update.
3. Click + Add members.
4. In the search box, start typing the name of the person you want to add. When their name appears, click it.
5. When you are done adding members, click Close, then click Save and finish.
   Result The group is created. Group owners are notified by email.
   

Remove members from a group

If you are a group owner, you can remove people from your group if they no longer need to be in that group. You cannot remove the only group owner until you promote another member to replace them.

1. From the Groups page, search for a group by name.
2. Click the group name you want to update.
3. Click the next to the person's subscription.
4. Click Remove user.
5. When you are done removing members, click Save and finish.
   Result The members are removed from the group.
   

Change someone's role in the group

If you are a System Admin or a group owner, you can promote members to owners, or demote owners to members. You cannot make yourself a group owner in an existing group. You cannot remove the only group owner until you promote another member to replace them.

1. From the Groups page, search for a group by name.
2. Click the group name you want to update.
3. Click the next to the person's subscription.
4. Click Change to group member or Change to group owner.
5. When you are done changing roles, click Save and finish.
   Result The roles are changed. Group owners are notified by email.

Change a group's name and purpose

If you are a group owner, you can rename your group and change its purpose.

1. From the Groups page, search for a group by name.
2. Click the group name you want to change.
3. Update the Name and Purpose fields. Names are limited to 255 characters. Purposes are limited to 500 characters.
4. Click Save and finish.
   Result The group is updated.

Disable a group

If you are a System Admin, you can disable a group. This prevents group members from accessing the resources they had through that group. You can re-enable this group later, if you need to.

1. From the Groups page, search for a group by name.
2. Click the group name you want to disable.
3. Click Disable group.
4. Click Disable.
   Result The group is disabled. Group owners are notified by email.

Re-enable a group

If you are a System Admin, you can re-enable a group that was previously disabled. This restores group members' access the resources they had through that group.

1. From the Groups page, search for a group by name.
2. Click the group name you want to enable.
3. Click Re-enable group.
   Result The group is enabled. Group owners are notified by email.

Delete a group

If you are a System Admin, you can delete a group if you are sure it is no longer needed.

1. Disable the group. You can only delete groups after they have been disabled. You should wait a few days between disabling and deleting a group. This ensures no one loses access to the resources they need. For more information, see Disable a group.
2. From the Groups page, search for a group by name.
3. Click the group name you want to delete.
4. Click Delete group.
5. Select the checkbox to indicate that you want to permanently remove access to related resources for the group members, and click Delete group.
   Result The group is permanently deleted.