Assigning and Removing Users Groups in Libraries

Add User Groups to a Library

Managing access to your forms is now even easier. You can assign User Groups directly to a library, allowing all members of that group to automatically gain access to the forms within that library.

This feature helps streamline access management and ensures consistent permissions across your organization.

In this article

• What Are Libraries?
• Before You Begin
• Why Use User Groups?
• How to Add a User Group to a Library
• How to Remove a user Group to a Library
• Best Practices

What Are Libraries?

Libraries allow you to organize forms into related groups and control which users can access them.

For example:

• A Maintenance library for maintenance-related forms

• A Safety library for safety inspections

• An HR library for onboarding forms

Only users assigned to a library (individually or through a User Group) can access the forms inside it.

💡 What’s New

You can now assign entire User Groups to a library instead of adding users one at a time.
Any user added to that group will automatically gain access to the library.

Before You Begin

Make sure you have already created a User Group.

👉 If you need help creating or managing User Groups, please see our article: User Groups

Why Use User Groups?

Assigning User Groups instead of individual users helps:

• Save time when managing large teams

• Automatically grant access to new team members

• Maintain consistent permissions

• Reduce manual updates

✅ Tip: If a user is removed from a group, their library access is automatically removed (unless they are assigned individually or through another group).

How to Add a User Group to a Library

Step 1: Navigate to Libraries

1. Log in to the Portal.

2. Click Form Sharing > Libraries from the main menu.

3. Select the library you want to manage.

Step 2: Add a User Group

1. Click on Manage > User group > + Assign User Group. 

2. Then click on the green Assign button next to Select the desired group from the dropdown menu that you would like to add to the library. 

All users within that group will now have access to the forms in that library.

How to Remove a User Group from a Library

1. Navigate to the library.

2. Go to the Users / Access section.

3. Locate the assigned User Group.

4. Click Remove.

5. Click Save.

Users within that group will no longer have access unless granted through another group or individual assignment.

⚠️ Important Notes

• Users can gain access through:

  • Individual assignment

  • One or more User Groups

• If a user belongs to multiple groups and at least one group has access, they will retain access.

• Removing a group from a library does not delete the group — it only removes access to that specific library.

Best Practices

For easier long-term management:

• Assign libraries primarily to User Groups.

• Use individual assignments only for exceptions.

• Keep group names aligned with departments or roles (e.g., “Field Techs,” “Supervisors,” “QA Team”).

🚀 Pro Tip: Managing access through User Groups makes scaling your team much easier and reduces permission errors.