Overview
The Members & Groups screen is the central hub for managing users and access to in Datarails environment. From here, Admins and Super Admins can invite new users, update roles, deactivate users, and organize members into groups. While a Super-Admin will see all of the organization's content, Admins & Managers can only manage permissions and see elements they Own. Managers see the Members & Groups screen at the bottom of their navigation bar and not part of the Admin panel.
Members & Groups Screen
The screen is divided into two tabs:
Members — A list of all users in the workspace. Each row shows the user's name, email address, assigned role, and group memberships.
Groups — A list of all groups in the workspace. Each group row shows the group name and the number of members.
Use the search bar at the top of each tab to quickly find a specific user or group.
Only Admins and Super Admins can invite users, edit roles, deactivate users, or manage groups.
User Profile
Click on any member's name to open their profile. The profile shows:
Settings — enables updating personal and account configuration, including name, email, Role, SSO settings, notifications preference, job position, and department
Group memberships — all groups the user belongs to
Element-level permissions — direct access granted to specific tables, report spaces, dashboards, and other elements
Product-level permissions (soon) — direct access to the datarails modules like Cash and Month End Close.
Admins and Super Admins can edit the user's role, settings, and group memberships directly from this panel.
Managing Users
Editing a User's Role
To change a user's role, open their profile by clicking their name in the Members tab. Select a new role from the role dropdown and save. The change takes effect immediately.
An Admin can only assign roles up to and including Admin. Assigning or changing the Super Admin role requires a Super Admin.
Deactivating or Removing a User
To deactivate or remove a user, click the action menu (⋯) on their row in the Members tab and select the appropriate action:
Deactivate — the user immediately loses access to Datarails. Their permissions and data are preserved and can be restored if they are reactivated.
Remove — permanently removes the user from the workspace.
Adding a New User
To invite a new user to your workspace:
Go to Members & Groups in the left navigation bar.
Click Invite Users in the top-right corner.
Enter the user's email address.
Select their role (Viewer, Collaborator, Manager, Admin, or Super Admin).
Click Next to proceed to the Set Permissions step.
Set Permissions
After entering the user's details, you'll be prompted to choose how to assign their permissions to data and elements in the system. There are three options:
Assign to groups — Add the new user to one or more existing groups. They will inherit the access level each group has on shared elements.
Copy from an existing member — Mirror the permissions of another user in the workspace. The new user will receive the same group memberships and element-level access as the selected member.
Set manually — Configure access to individual elements directly, without using groups or copying from another user.
Once you've configured permissions, click Next to send the invitation. The user will receive an email and appear as Pending in the Members list until they accept.
An Admin can invite users up to the Admin role. Only a Super Admin can assign the Super Admin role.
Managing Groups
Groups make it easy to share elements with multiple users at once. Instead of granting access to each user individually, you assign an access level to a group and all members inherit it.
Creating a Group
Go to the Groups tab in Members & Groups.
Click Create Group.
Enter a group name.
Add members by searching for their name or email.
Click Save.
Adding or Removing Members
Open a group by clicking its name. Use the member list to add or remove users. The change to their access is immediate:
Adding a member — the user instantly inherits all element-level access the group currently holds. If they already have direct access or access through another group at a higher level, the highest access wins.
Removing a member — the user loses all access granted through this group. Any direct access or access via other groups remains unaffected.
Group's Access Level
The access level of a group is determined by its least privileged member. When adding a less privileged user, the system will notify you before downgrading the group's permissions. The update applies to all group members immediately — users whose only access came from this group will lose the higher access level, while users with higher direct or other-group access are unaffected.
Assigning a Group to an Element
When sharing an element (such as a table, report space, or dashboard), select a group from the sharing panel and choose an access level (Viewer, Editor, or Owner). All members of the group will receive that access level. If a user is also a direct member with a different access level, the higher of the two applies.
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