Create Groups
In 1Stop, you can create different groups (set of users) to manage shared records. These groups can be used to organize team sales, support, event coordination by marketing teams, and more. Users within a specific group can access and manage records assigned to that group, ensuring smooth and efficient operations.
Info
- Permission to use this feature is restricted to users with the 'Manage Groups' permission in their profile.
- You can not assign records directly to the groups.
- Records can be shared with groups by setting up data sharing rules. For more information, view Setting up Data Sharing Rules.
Create Groups
1. Navigate to Setup > General > Users.
2. In the Users window, click the Groups tab at the top and then click Create Group button.
3. Specify the Group Name and the Description of the group in the Create Group pop-up. Then click Next.
4. In the Add members to Group screen, select the group members. From the dropdown box, you can select users, roles, and different groups as members of the new group.
- Users: Only selected users can become members of the group.
- Roles: All users associated with selected roles and their subordinate roles can become members of the group.
- Groups: All users belonging to a particular group can become members of the new group.
5. If grouping by roles, select the specific roles to be added, then click the option to include their subordinates in the group if desired.
On the top right of the pop-up, you will get a count of Users, Roles and Groups based on your selection for the particular group.
Clicking on the Selected Hyperlink (link in the red box shown in the picture above) will show the selected Users, Roles and Groups on the pop-up for Selected Members.
6. Once all Members have been added to the group, click Save.
Edit Groups
1. Navigate to Setup > General > Users.
2. In the Users window, click the Groups tab at the top. On the Groups List page, hover over the group you want to edit, click the three dots beside it, and select Edit.
3. From here you can add members to a group (by click the Add Members button), delete a group (by clicking the three dots and selecting Delete Group), or delete members from a group (see note below).
Info
When deleting a group, all data sharing rules will be recalculated automatically to reflect the changes, eliminating the need for manual recalculation.
Note
To remove a user, role, or group, or to exclude subordinates from the group, click the checkbox next to the user, role, or group, and then click 'Remove' or 'Exclude Subordinates' accordingly.
4. When all edits have been completed, click Save.
Rename a Group
1. Navigate to Setup > General > Users.
2. In the Users window, click the Groups tab at the top. On the Groups List page, click the three dots beside the group you want to rename and then select Rename.
3. Specify the new Group Name and/or Description in the Rename Group pop-up (in this example, we renamed the group from Orlando Sales Group to Orlando Sales Reps), then click Save.
View Users in a Group
1. Navigate to Setup > General > Users.
2. In the Users window, click the Groups tab at the top, then click the group whose users you want to view.
3. From here you can click on the appropriate tab to view all the Users, Roles, and/or Groups in the selected group.
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