Use groups in workspaces

Workspaces have a set of default groups to help manage permissions for files in a workspace. Workspace Owners and Content Managers can also create new groups for even more flexibility. Additionally, groups can be used for mentions in comments and for sending reviews.

Set and control file permissions by adding members to groups, rather than setting permissions for individual users. This allows you to keep the same permission structures on files, and control access by managing who is in each group. 

Note: Do not delete or modify the All Users group. If you have additional questions, contact Workiva Support.

Create a group

To create a group:

1. In the top right, click your workspace name and select Settings to open the Workspace Settings.
   
2. From the Groups tab, click Create Group.
   
3. Enter a group name and add workspace members to the group by searching for or selecting individuals.
   
4. Click Create Group to finish.

Update group memberships in bulk via CSV file

To help save time when you need to add many users to various groups, you can instead update users’ group memberships in bulk using a CSV file.

To update group memberships via CSV file:

1. On the Groups tab, click Update Groups.
   
2. Download the CSV template to help you with accurate formatting, and fill it out. If using your own file, make sure that your column headings match the headings in the template.
   • Usernames must already exist in the workspace.
   • Group names must already exist in the workspace.

   Note: The groups that are obtained from the CSV file will replace the users’ current group memberships. Only the All Users group membership will stay the same no matter what groups are listed in the file.

3. A valid CSV file looks like this:
   
4. Upload the file and click Next.
5. Review the list of users and groups that were obtained from the CSV file. Note that the users’ current group memberships will be replaced with the groups obtained from the file.
6. Click Next.
7. Click Upload another file to update more group memberships, or click Finish.

Delete a group

If you no longer need a group, you can delete a group by clicking Delete in the dropdown next to a group. 

When you delete a group, any permissions granted to members by a group will be removed. Removing a group does not remove its members from a workspace.

What's next?

• Manage group members in workspaces
• Export workspace user details
• Manage support users in workspaces