Control Library/Division access with user groups

Note: This article is about the new beta Admin App, which is still in development. Changes may occur. Please provide feedback directly in the beta app.

Assign user groups to Libraries/Divisions to ensure users see only relevant content based on their role or department.

For a user to view content within a Division, they need to be part of a user group assigned to that Division. By default, the All Users group has access to the Divisions. However, we recommend creating specific user groups to manage access more effectively.

Assigning a user group to a Division alone does not grant access to its content. To allow users to view content in the Division's Experiences, the user group must also be assigned directly to those Experiences.

Note: User groups must be assigned to the Global Division to assign them to its Experiences. Not all user groups are automatically assigned to the Global Division.

See how it looks

Key features

• Give users access to a Division by assigning user groups
• Prohibit user groups from seeing content from another Division

You need this to succeed

• The beta Admin App enabled
• Feature availability depends on your subscription package
• Administrator access to Showpad
• Divisions activated and created
• User groups and users

The quick way

1. Assign a user to a user group 
2. Assign the user group to a Division
3. Assign the user group to an Experience in that Division
4. The user can now see the content from the selected Experience in that specific Division

Do this step by step

Assign a user group to a Division

1. Ensure you have a user group with users added. Learn how to create a user group. 
2. Click the gear icon to open Admin Settings.
3. Select Divisions from the left side menu.
4. Click the Division name at the top and select the Division to which you want to assign a user group.
5. Click Edit next to Assigned Groups.
6. Select the user group you want to assign to this Division. By default, the group All Users is available, but we recommend creating specific user groups (e.g., by country, region, or department).
7. Click Update.

Assign a user group to an Experience

After you assign a user group to a Division, they can access the Division. However, to access the content within it, you must assign the user group to specific Experiences in that Division.

1. Click the Libraries tab and select the Division from the top left drop-down menu.
2. Select Experiences from the left-side menu.
3. Choose the Experience to which you want to assign the user group. 
4. In the details panel, click the pencil icon next to the User access section to edit. 
5. Select the user group from the Assigned user group(s) drop-down menu and click Save changes. The Experience permissions are updated, and all users in this group now have access to content in this Experience.

Learn how this feature works in the current Online Platform.