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Managing User Groups and Auto-Segmentation

User Groups are powerful tools for categorizing and organizing users within your Magentrix portal. They enable administrators to control content sharing, module access, and permissions across most Magentrix modules including LMS, Articles, Playbooks, Document Library, Engagement Pages, and many others.

Understanding User Groups

What are User Groups?

User Groups allow you to:

  • Categorize users based on specific criteria or manual selection
  • Control content sharing and access permissions across modules
  • Simplify permission management for large user bases
  • Automate user organization through intelligent segmentation

User Groups vs Groups Module

Important Distinction: User Groups (administrative security tools) are completely separate from the Groups module (community collaboration spaces). User Groups control permissions and access, while the Groups module enables user collaboration and community building.

User Group Types

Manual User Groups

  • Purpose: Hand-selected users and Security Roles for specific organizational needs
  • Management: Administrators manually add/remove members
  • Use Cases: Executive teams, specific partner organizations, custom access groups

Automatic User Groups (Auto-Segmentation)

  • Purpose: Dynamic groups that automatically include users based on defined criteria
  • Management: System automatically adds/removes users as their data changes
  • Use Cases: Users by region, account type, role level, or any combination of user attributes

Requirements

To create and manage User Groups, you must have:

  • Administrator System Role permissions

Creating User Groups

Basic User Group Creation

  1. Navigate to the Setup Home page
  2. Click Security > Manage Groups
  3. Click New
  4. Complete the Name field with a descriptive group name
  5. Configure the Group Type (see specific instructions below)
  6. Click Save & Close

Manual User Group Configuration

  1. In the Group Type field, select Manual
  2. Save the group to enable member management
  3. Use +Add Member to include specific users or Security Roles
  4. When adding Security Roles, all users with that role are automatically included

Automatic User Group Configuration (Auto-Segmentation)

  1. In the Group Type field, select Automatic
  2. Complete the Name field
  3. Configure criteria in the Group Conditions section using available filters:
    • User fields: Profile information, license type, activity data
    • Account fields: Account properties, industry, region, type
    • Contact fields: Contact details, demographics, preferences
  4. Important Note: For complex lookups (e.g., User > Account > Record Type), use the record ID rather than display text
  5. Set filter logic to combine multiple conditions (AND/OR operations)
  6. Click Save & Close

Result: Users meeting the specified criteria are automatically added to the group and will be dynamically updated as data changes.

Managing User Groups

Editing User Groups

  1. Navigate to Setup Home > Security > Manage Groups
  2. Click the User Group you want to edit
  3. Click the three dots on the top-right of the page
  4. Click Edit
  5. Modify fields as needed
  6. Click Save & Close

Cloning User Groups

Create similar groups quickly by cloning existing configurations:

  1. Navigate to Setup Home > Security > Manage Groups
  2. Click the User Group you want to clone
  3. Click the three dots on the top-right of the page
  4. Click Clone, then confirm by clicking Clone in the popup
  5. Modify the cloned group settings as needed
  6. Click Save & Close

Manual User Group Member Management

Adding Members (Manual Groups Only)

  1. Navigate to Setup Home > Security > Manage Groups
  2. Click the target User Group
  3. Click +Add Member on the top-right
  4. In the Add more members field, enter:
    • Individual user names
    • Security Role names (includes all users with that role)
  5. Select from the dropdown list
  6. Click Close when finished

Removing Members (Manual Groups Only)

  1. Navigate to Setup Home > Security > Manage Groups
  2. Click the target User Group
  3. Locate the member you want to remove
  4. Click the X button next to their name

Automatic User Group Management

Recalculation Process

Automatic groups update dynamically when user data changes, but you can manually trigger recalculation when needed:

  1. Navigate to Setup Home > Security > Manage Groups
  2. Click the Automatic User Group
  3. Click the three dots on the top-right
  4. Select Recalculate

Process Details:

  • Removes all current group members
  • Recalculates membership based on current criteria
  • May take several minutes depending on group conditions and user volume

Common Use Cases and Applications

Content Sharing and Access Control

User Groups enable granular control over content access across modules:

Learning Management System (LMS)

  • Create groups for different training tracks or skill levels
  • Assign specific courses to relevant user segments
  • Control training content by region or role

Articles and Knowledge Base

  • Segment technical documentation by user expertise
  • Control access to sensitive procedures or policies
  • Create customer vs partner-specific knowledge bases

Playbooks and Documentation

  • Organize playbooks by department or function
  • Control access to competitive information or strategies
  • Create role-specific resource libraries

Document Library

  • Organize documents by security level or department
  • Control access to contracts, templates, or sensitive materials
  • Create project-specific document access

Engagement Pages

  • Create targeted landing pages for different user segments
  • Control access to announcements or campaigns
  • Segment promotional content by user type

Organizational Segmentation Examples

Geographic Segmentation

  • Automatic groups based on user country or region
  • Localized content delivery and compliance requirements
  • Regional manager communication and resources

Role-Based Segmentation

  • Groups based on Security Roles or job functions
  • Department-specific resources and communications
  • Hierarchical access to sensitive information

Account-Based Segmentation

  • Partner tier levels (Gold, Silver, Bronze)
  • Customer support levels or contract types
  • Industry-specific content and resources

Best Practices

Planning User Groups

  • Start with Use Cases: Define what content or access you need to segment before creating groups
  • Use Descriptive Names: Include purpose and criteria in group names for easy identification
  • Plan for Scale: Consider how groups will grow and change with your organization

Automatic vs Manual Groups

  • Choose Automatic for: Dynamic criteria that change frequently (regions, roles, account types)
  • Choose Manual for: Static groups, executive teams, or special access requirements
  • Hybrid Approach: Use automatic groups for broad segmentation, manual groups for exceptions

Maintenance and Monitoring

  • Regular Review: Periodically review automatic group criteria for accuracy
  • Test Access: Verify that users have appropriate access through their group memberships
  • Document Purpose: Keep records of why specific groups were created and their intended use
  • Monitor Performance: Large automatic groups with complex criteria may impact system performance

Security Considerations

  • Principle of Least Privilege: Start with minimal access and add permissions as needed
  • Regular Audits: Review group memberships and access patterns for security compliance
  • Change Management: Document and approve changes to critical user groups
  • Access Validation: Test that sensitive content is properly restricted through group membership

 

See also:

<< Enabling User Self-Registration | Anonymizing Users >>


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