Working with groups

By default, all users who can sign in to Typefi Server have read and write access to all folders. This guide is intended to help on-premises local administrators using Typefi Workgroup control access to files within folders by assigning group permissions. 

We recommend upgrading to Typefi Server v8.18. This version includes important bug fixes and improvements for groups, a long-standing feature of Typefi Workgroup. See what's new in Typefi Server v8.18.

Using Typefi Cloud? If you'd like to implement groups as a feature, please reach out.

A Typefi group is a collection of users for whom you want to control access to a folder. Permissions are assigned at the folder level to groups, not individual users. Any user in a group that’s linked to a folder will inherit the permissions assigned to that folder.

As a local administrator, you can create and manage groups under the Groups tab (Admin → Groups). Once you create groups, you can manage each group’s folder permissions.

Permission types include:

• Read & Write
• Read Only
• Write Only
• No Access

Prerequisites

To work with groups, you must be signed in to Typefi Workgroup (v8.7 or later) as an administrator. Administrative access to your on-premises server is gained in one of two ways: 

1. Local admin credentials: Use the username and password set by your IT professional during the initial server installation.
2. Assigned roles: Your user account has been assigned a specific role with administrative privileges. For more details, see Working with roles.

Configure groups for your organisation

First, sign in to Typefi Server as a local administrator. To manage groups, users, and permissions, you must be signed in as a local administrator.

Create a new group

1. In the page header, select Admin → Groups.
2. In the page footer, click Add Group.
3. Click on the Edit icon to rename the group (v8.18 or later). In earlier Server versions, click on the group name to edit.
4. Enter a name for your new group.
5. Click Save.

Assign one or more users to a group

1. In the page header, select Admin → Group.
2. Select the name of the group you want to edit.
3. Click the search icon to the right of the Filter field. This populates an updated list of users within your organisation. (Hold Ctrl + click to select multiple users).
4. Select one or more users from the Users list and use the right arrow to move them to the Assigned list.
5. Click Save.
6. Click Save again to confirm.

Assign folder permissions to groups

1. Sign in as a local administrator.
2. Go to Files.
3. Select a folder, then click on the File details icon to the right of the folder.
4. Under Folder Permissions, use the Select Permissions drop-down menu to assign permissions to each group. Permissions include:
   • Read and Write: The default setting that allows users to read, edit, run workflows, check out and check in files within the folder.
   • Write only: Allows users to edit the contents in the folder
   • Read only: Allows users to view the contents in the folder
   • No access: Users are not allowed to make changes or run workflows.

Rename a group

1. Navigate to the Groups view (Admin → Groups).
2. Select the name of the group you want to edit.
3. Click the Edit icon and enter a new group name.
4. Click Save.
5. Click Save again to confirm.

Remove users from a group

1. Navigate to the Groups view (Admin → Groups).
2. Select the name of the group you want to edit.
3. Select one or more users in the Assigned list and use the left arrow to move them to the Users list.
4. Click Save.
5. Click Save again to confirm.

Delete a group

1. Navigate to the Groups view (Admin → Groups).
2. Click the Delete button (x) to the right of the group name.
3. Click Delete again to confirm.

Use Case: Assign folder permission to groups by department

One way to use groups is to restrict who can edit files to prevent accidental changes. To do this, a local administrator could create groups based on departments or teams within your organisation. For example, let’s say your organisation’s editorial and design teams need customised access to specific folders. An admin could create two group—one for the editorial team and one for the design team—then, assign permissions to specific folders.

Folders:

• Folder 1: Contains editorial content (articles).
• Folder 2: Contains the design assets (images, templates).

Editorial team: Requires Read and Write permissions in Folder 1 and Read permissions in the Folder 2.
Design team: Requires Read permissions in Folder 1 and Read and Write permissions in Folder 2.

Implementing group-based permissions for the editorial and design teams streamlines access management, fosters a collaborative environment, and reduces the administrative overhead of managing individual user permissions.