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Group Management

Groups allow you to manage permissions for multiple users efficiently by organizing users into logical collections and applying permissions at the group level.

Overview

Groups in DataQI provide:

  • Efficient permission management - Apply permissions to multiple users at once
  • Department organization - Organize users by teams or departments
  • Project-based access - Grant temporary access for specific projects
  • Simplified administration - Manage access patterns rather than individual users

Creating Groups

Basic Group Creation

  1. Go to User Management → Groups
  2. Click Create New Group
  3. Enter Group Name and Description
  4. Click Create Group

Managing Group Members

Adding Users to Groups

  1. Go to User Management → Groups
  2. Click on the desired Group
  3. Go to the Users tab within the group
  4. Click Assign User to Group
  5. Select the user(s) you want to add
  6. Click Add to complete the assignment

Removing Users from Groups

  1. Navigate to the group’s Users tab
  2. Find the user you want to remove
  3. Click Remove next to their name
  4. Confirm the removal

Group-Based Access Control

Assistant Sharing

Groups can be used to share assistants with multiple users:

  1. Go to the assistant’s Privacy tab
  2. Click Add Group instead of individual users
  3. Select the group(s) to share with
  4. Choose access level (View Only or Edit)
  5. Click Save

Best Practices

Group Organization

  • Use clear naming - Group names should indicate purpose
  • Logical grouping - Organize by department, project, or function
  • Consistent structure - Use similar naming conventions
  • Document purpose - Include descriptions for group purpose

Permission Management

  • Principle of least privilege - Only grant necessary permissions
  • Regular reviews - Periodically review group permissions
  • Document changes - Keep records of permission modifications
  • Test permissions - Verify group permissions work as expected

User Management

  • Regular audits - Check group memberships periodically
  • Remove inactive users - Clean up unused group memberships
  • Monitor access - Track group usage and access patterns
  • Update as needed - Modify groups when organizational structure changes

Common Group Patterns

Department-Based Groups

Create groups for each department:

  • HR Group - Human resources team
  • IT Group - Information technology team
  • Finance Group - Finance and accounting team
  • Legal Group - Legal and compliance team

Project-Based Groups

Temporary groups for specific projects:

  • Project Alpha - Temporary access for specific project
  • Q4 Initiative - Quarterly project team
  • Compliance Review - Temporary compliance team

Role-Based Groups

Groups based on job functions:

  • Managers - Management-level access
  • Analysts - Data analysis team
  • Content Creators - Users who create assistants
  • Reviewers - Users who review content

Group Hierarchy

Nested Groups

While DataQI doesn’t support nested groups directly, you can create logical hierarchies:

  • Parent Groups - Broad categories (e.g., “Engineering”)
  • Sub-Groups - Specific teams (e.g., “Frontend Team”, “Backend Team”)
  • Project Groups - Temporary project teams

Monitoring and Auditing

Common Problems

  • Users not seeing group content - Check group permissions and sharing
  • Permission conflicts - Resolve conflicts between role and group permissions
  • Group not updating - Verify changes were saved and users refreshed
  • Access denied errors - Check group membership and permissions

Solutions

  • Verify group membership - Ensure users are actually in the group
  • Refresh user sessions - Ask users to log out and back in
  • Review sharing settings - Ensure content is shared with the group
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Adding New UsersManaging Existing Users