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Groups of users in Pipefy: easily manage permissions
Groups of users in Pipefy: easily manage permissions
Thais do Nascimento Pedro avatar
Written by Thais do Nascimento Pedro
Updated over a week ago

👤 For super admins, admins, and members

🔐 Available on Business Enterprise e Unlimited

🎯 For those who want to easily manage users in Pipefy

⏩ Content Summary:

Learn how to manage permissions in an agile and organized way with groups. With this feature, you can:

  • Add and remove the same user from several pipes at once

  • Add and remove various people from a pipe with one single action

  • Change permissions for multiple users at once

What are Groups in Pipefy

Groups is a feature designed to reduce time spent managing users in Pipefy.

By creating “groups” of users, you can easily include or exclude multiple people from one or more pipes simultaneously.

For example, when you create a group for each department in your company, you can see at a glance which teams have access to a pipe and manage those permissions by group rather than by each individual.

This makes it much easier to control the quantity of users, their roles and permissions.

✨ Get inspired

IT: Designate your team members according to their specialties to facilitate the organization and prioritization of requests.

Procurement and Finance: Create a group for each cost center to view each team's spending when a new purchasing request is submitted.

Human Resources: Automatically add new collaborators to their department's pipes directly after admission.

How to create a group

Before adding a group of people to a pipe, you need to create a group. To do this, follow these steps:

  1. On your home page, click Members.
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  2. Next, select Groups to find all your company’s groups. To create a new group, click Create group.
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  3. Type your Group name and Description, and select Create group.
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  4. Next, go to Add users and add all the users you want.
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  5. Lastly, click Add users.
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  6. That’s it! Your group has been created and will appear in your screen's right corner. If you accidentally add a person, click the X to remove them.
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    How to select a group in a pipe

    After creating your group, find the pipe you want to add the group of users.

  1. In the pipe, click Members.
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  2. After that, click Invite members.
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  3. Type the name of the group you want to add, select the group, and the kind of permission you wish to grant to users.
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  4. Lastly, click Send invite, and that’s it! All your users gained access all at once.

You can add or remove entire groups and edit users from every group whenever you need to.

If, for example, an HR group has been added to 15 pipes, adding a new member to that HR group will grant that individual access to all 15 pipes.

📢 Keep in mind: If a user already has access to the pipe, individually or as a group member, the highest-level access of those permissions will be granted.

How to create a group of guests

You can also include guests in the groups. These users will only be able to view the pipe's Start form.

To add guests to a group, select the option Allow this group to have Guests.

To do this, simply follow the steps exemplified earlier. First, click Members.

Then, go to Groups and select the option to Create group.

Select the option Allow this group to have Guests so that guests can be added.

📢 Keep in mind: You can only add guests to a group if the option Allow this group to have Guests is selected.

Next, add the people you want by clicking Add users.

📢 Keep in mind: For now, after creating the group, it is not possible to activate or deactivate the option Allow this group to have Guests. So, make sure the option is selected or not before creating the group.

Group Owners

When a person creates a group, they automatically become its owner but can also add more owners to the created group. Groups can have a maximum of 3 owners.

Group owners can edit basic data such as the group's name and description, manage its members, change permissions, add or remove owners, leave the group, and even revoke their ownership.

The owner of a group can make changes on a screen similar to the one below:

Now you can enjoy this functionality and ensure greater governance by controlling multiple users through a group.

Related Content

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