User Groups Checklist
Use this checklist to segment users into a User Group end to end. Configuration lives at Setup > Security > Manage Groups. Each step links to a detailed article.
Requirements
- Administrator System Role.
- The Users, Security Roles, Account fields, or Contact fields the group will reference should already exist.
- For Automatic groups, decide which entity fields define membership before you start.
Plan
☐ Define the segment. Identify the user audience precisely (for example, "Gold-tier partners in EMEA", "internal customer support team", "Beta program participants").
☐ Choose Manual or Automatic segmentation. Manual groups are hand-curated; Automatic groups (auto-segmentation) recalculate from filter conditions on User, Account, and Contact fields. If membership equals "everyone with a specific Role", a Manual group with that Role added is the simplest option.
☐ Pick a clear, descriptive Name. Include the segment and purpose so other administrators recognize the group at a glance.
Build
☐ Create the User Group Set the Group Type, Name, and Description. For Automatic groups, define the Group Conditions and Filter Logic.
☐ Add or verify members For Manual groups, add Users or Security Roles. For Automatic groups, confirm the recalculated members match expectations.
Reference the Group from Sharing Settings
☐ Share content with the group. Open the sharing settings on the content you want to gate (an Article, a Document Library folder, an LMS Course, an Engagement Page, an Active Page, etc.) and add the User Group to the access list.
☐ Confirm there is no conflicting Role-based sharing. If a Role already grants access to the same content, the User Group restriction will not narrow that access. Audit Role-based sharing first.
Test
☐ Test as a member. Use Login As (or a test user account) for a User you expect to be in the group. Confirm the gated content is visible.
☐ Test as a non-member. Use Login As for a User you expect NOT to be in the group. Confirm the gated content is hidden.
☐ Spot-check the member count and member list. Open the group's detail page and confirm the Member count and the member table show the expected size and audience. For Automatic groups, click Recalculate from the kebab menu if the count seems stale (the displayed count refreshes once per day).
Roll Out
☐ Communicate the change. If the group affects what existing Users can see, announce the change before sharing settings go live.
☐ Set a review cadence. Calendar a periodic review so an Automatic group's segmentation rules stay aligned with how your data evolves and a Manual group's membership stays current.
If You Run Into Issues
☐ User Groups Troubleshooting Symptom-by-symptom resolutions for incorrect counts, stale members, view-mode display problems, and Manual group Role status.
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