Adding and managing groups

Create groups to efficiently organize and manage access to 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.

Note

If there is only one group owner, you cannot remove that person from the group until you appoint a new group owner. See Remove members from a group.

You can have a maximum of 200 groups.

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.

Note

These permissions only apply to groups in Projects. They do not apply to the workflow groups feature in Results.

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 prefixUsageExamples
    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

Creating groups

Scenario

Your IT department needs to provision Diligent One access to a large number of users in the company. IT wants to be able to create user groups, and delegate the management of those groups to the relevant owners in the company.

Process

IT creates the following groups in Launchpad, and appoints an owner for each group:

Group name Purpose Owner
Board defines the organizational risk appetite and aligns it with the strategy of the ERM program John Doe
Internal Audit develop programs and implement measures to mitigate risk Jane Smith

Result

The groups are created. Group owners can manage members and their access to different resources within the individual Diligent One apps.

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 group roles
Member or non-member Not applicable

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

Navigate to the Groups page

  1. Open Launchpad.
    2. Note

    If your company uses more than one instance, in Diligent One, make sure the appropriate instance is active.

  2. Select Platform Settings > Groups. The Groups page opens.

View group details

  1. From the Groups page, select or search for a group by name.
  2. Select the name of the group you want to view. The Edit group side panel opens.

    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 and add members

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

  1. Select + 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. Select Continue. This takes you to the Group members section.
  4. Optional. You can advance to step 7 if you just want to create the group shell now and plan to add group members at another time. This creates the group with you as the owner.
  5. Select + Add Members. This opens a drop down menu where you can search for people by name and select group members.
  6. Search for and select the appropriate user(s) to add to the group. The names, emails, and license types of the chosen group members appear under Members.
  7. Select Save and finish. This creates a group and notifies the group owner(s) by email.

Add members to an existing group

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

  1. From the Groups page, search for a group by name.
  2. Select the group name you want to update. This opens the Edit group side panel.
  3. Select + Add Members.
  4. In the search box, start typing the name of the person you want to add. When their name comes up, select it.
  5. When you are done adding members, select Close, then select Save and finish. This creates a group and notifies the group owner(s) by email.

Remove members from a group

If you are a group owner, you can remove any members who no longer need to be in the group.

Note

Groups cannot be without an owner. If there is only one group owner, you need to either change an existing group member to the group owner or add a new member and assign them as the new group owner. You cannot remove the only group owner until there is another owner in place. See Change someone's role in the group.

  1. From the Groups page, search for a group by name.
  2. Select the group name you want to update. This opens the Edit group side panel.
  3. Select the next to the subscription of the member you want to remove from the group.
  4. Select Remove user.
  5. When you are done removing members, select Save and finish. This removes the selected member(s) from the group and notifies the group owner(s) by email.

Change someone's role in a group

If you are a System Admin, you can change group members to owners and owners to members. You cannot make yourself a group owner in an existing group. If a group has only one owner, you cannot change their role until another owner is in place.

  1. From the Groups page, search for a group by name.
  2. Select the group name you want to update.
  3. Select the next to the person's subscription.
  4. Select Change to group member or Change to group owner.
  5. When you are done changing roles, select Save and finish. This changes the roles and notifies the group owner(s) by email.

Change a group's name and purpose

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

  1. From the Groups page, search for a group by name.
  2. Select the group name you want to change. This opens the Edit group side panel.
  3. Update the Name and Purpose fields.
    Note

    Names are limited to 255 characters. Purposes are limited to 500 characters.

  4. Select Save and finish. This updates the group and notifies the group owner(s) by email.

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. Select the group name you want to disable. This opens the Edit group side panel.
  3. Select Disable group. This opens a Disable group? dialog box.
  4. Select Disable. This disables the group and notifies the group owner(s) by email. The group is identified by a Disabled label until it is deleted or re-enabled.

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 to the resources they had through that group.

  1. From the Groups page, search for a group by name.
  2. Select the group name you want to enable. This opens the Edit group side panel.
  3. Select Re-enable group.
  4. Select Save and finish. This enables the group and notifies the group owner(s) 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.

Caution

Deleting a group is permanent.

  1. Disable the group. See Disable a group.
    Note

    You can only delete groups after they have been disabled. It is recommended to wait a few days between disabling and deleting a group to help ensure that no one loses access to the resources they need.

  2. From the Groups page, search for a group by name.
  3. Select the group name you want to delete. This opens the Edit group side panel.
  4. Select Delete group.
  5. Select the checkbox to indicate that you want to permanently remove access to related resources for the group members, and select Delete group. This permanently deletes the group.