About User Groups

User Groups are how administrators segment users in a Magentrix portal. By grouping users into a defined audience, you can grant access, share content, and target communications to that segment without re-listing every user. User Groups are referenced wherever Magentrix offers Roles-and-Groups sharing, including Articles, Document Library, LMS, Engagement Pages, Active Pages, Resource Collections, Marketplace, and the Reports and Dashboards module.

User segmentation can be hand-curated or rule-driven. A Manual User Group is a hand-picked segment; an Automatic User Group is a rule-based segment that recalculates as user, account, or contact data changes. Both produce the same artifact — a User Group you can reference from sharing settings — so the choice is about how membership is decided, not what the group does.

User Groups are different from the social Groups module. The Groups module is a community feature where end users post and collaborate. User Groups are an administrative segmentation tool used in sharing settings; end users do not see the User Group itself, only the content the User Group grants them access to.

Where Configuration Lives

All User Group configuration is at Setup > Security > Manage Groups. Each User Group has its own detail page with the group's name, type, conditions (for Automatic groups), and member list.

Group Types

What an Administrator Sees on the Detail Page

• Group Conditions (Automatic groups only). The filter rows that define membership are shown read-only at the top of the page, including each row's Field, Operator, and Value, plus the Filter Logic expression (for example, (1 OR 2) AND 3). Editing requires clicking the kebab menu and choosing Edit.
• Members panel with a count badge in the heading. The member table columns are Member, Type, Role, Email, and Status. The Status column shows Active or Inactive for Users; for Roles the Status cell is empty because status applies only to Users.
• Member count semantics. The displayed count is the number of distinct Users in the group. For a Manual group that includes a Role, every User with that Role contributes once to the count, even if some of them are also added directly. The number refreshes once per day. For Automatic groups, you can trigger an immediate recalculation from the kebab menu.

Use Cases by Module

Each example below segments users into a specific audience and uses a User Group to gate access:

• Articles and Knowledge Base. Restrict an Article Type or individual Article to a User Group segment so partners see partner-only content and customers see customer-only content.
• Document Library. Share a folder or document with a User Group so confidential collateral is visible only to the intended segment without reassigning Roles.
• LMS. Assign Courses, Learning Paths, or Lessons to a User Group so a training track reaches the right learner segment (for example, all Sales Engineers across regions, or all customers on a specific product tier).
• Engagement Pages. Share a landing page with a User Group so each segmented audience lands on a tailored experience when they sign in.
• Active Pages. Restrict an Active Page to a User Group when only one user segment should run the page or its actions.
• Marketplace. Publish a listing or collection to a specific user segment by sharing with a User Group.

When to Use Manual vs Automatic

• Use Manual when the segment is small, hand-curated, or changes rarely (an executive team, a specific partner's primary contacts, a beta cohort).
• Use Manual with Roles when the segment equals "everyone with Role X". Adding the Role adds every current and future User with that Role automatically.
• Use Automatic when segmentation should follow data (everyone in a region, everyone whose Account is at Gold tier, everyone whose Profile field meets a condition). Auto-segmentation removes the need to maintain membership manually as Users come and go.

Permissions and Limits

• Only administrators can create or delete a User Group. Manage permission can be granted to specific Users via sharing.
• Description is limited to 255 characters.
• Automatic group recalculation processes Users in batches of 200 and the group is flagged as not ready while the recalculation runs; the page shows a spinner with "the group members are being recalculated" until it completes.
• Member counts are derived from a stored procedure that counts distinct Users (direct entries plus Users assigned to entered Roles), excluding deleted and anonymized Users.

Troubleshooting Tips

• If the member count looks stale, give the daily refresh a chance, or open the Automatic group and click Recalculate from the kebab menu.
• If a Role's contribution to a User Group's count seems off, remember the count is distinct Users, not the number of items added. Adding a Role with 100 Users plus 5 of those same Users individually still counts as 100.
• If a User isn't appearing in an Automatic group you expected, open the group's detail page, review the read-only Group Conditions and Filter Logic, then verify the User's data matches every condition.
• For full symptom-by-symptom resolutions, see User Groups Troubleshooting.

Where to Go Next

• User Groups Checklist — the end-to-end setup steps.
• Creating User Groups — Manual and Automatic creation, including Group Conditions and Filter Logic.
• Managing User Group Members — member tables, adding and removing members, and recalculation.
• User Groups Troubleshooting — symptom-by-symptom resolutions.

Video Walkthrough

User Groups Checklist >>