Managing Users and User Groups in Spaces

Effective user and group management is crucial for collaboration and controlling access within your Akuko Space. This guide details how to manage individual users and create user groups to streamline permissions.

Prerequisites

Before you begin, ensure you have:

• Access to an Akuko Space.
• The Space Administrator role, as user and group management typically requires administrative privileges.

Accessing User Management

1. Navigate to your Space.
2. Click on "Settings" in the left-hand sidebar.
3. Select the "Users" section.
4. You will see two main tabs: "Users" and "User Groups".

Section 1: Managing Individual Users (Users Tab)

This tab lists all users who have access to the Space.

Viewing Users

• The list displays the user's Name, Email, and their assigned Role within the Space.
• Use the search bar at the top to find specific users by name or email.

Adding a New User

1. Click the "Add User" button.
2. Enter the email address of the user you want to invite.
3. By default the user will have a Viewer Role. The change is typically saved automatically.`

Changing a User's Role

1. Locate the user in the list.
2. Click the dropdown menu currently showing their Role.
3. Select the new Role you want to assign. The change is typically saved automatically.

Removing a User

1. Locate the user in the list.

2. Click the trash can icon (delete) at the end of the user's row.

3. Confirm the removal when prompted.

   caution

   Removing a user revokes their access to the Space and all its contents.

Section 2: Managing User Groups (User Groups Tab)

User groups allow you to bundle users together for easier permission management on folders and posts.

Viewing User Groups

• The list displays the Group Name, the number of Members, and the date Created.
• Use the search bar to find specific groups by name.

Creating a New Group

1. Click the "Create Group" button.
2. A dialog box will appear prompting for a GROUP NAME.
3. Enter a descriptive name for your group (e.g., "Marketing Team", "Project Alpha Collaborators").
4. Click "Create Group".

Managing Group Actions

1. Locate the group you want to manage in the list.

2. Click the '...' (actions) menu at the end of the group's row.

3. You will see options such as:

   • Manage Members: Opens a dialog to add or remove users from the group (see next section).

   • Rename: Allows you to change the name of the group.

   • Delete: Attempts to permanently remove the user group. A group cannot be deleted if it is currently assigned permissions on any folder.

     caution

     Before deleting a group, ensure it has been removed from the access list of all folders it was previously assigned to. Otherwise, the deletion will fail. Deleting a group does not delete the users within it.

Managing Group Members

1. From the group's actions menu, select "Manage Members".
2. A dialog box titled "Manage Group Members" (or similar) will appear, showing the Group name.
3. The dialog typically has two sections:
   • Current Members: Lists users currently in the group. To remove a user, select the user and click the red trash can icon next to their name.
   • Available Users: Lists users in the Space who are not currently in this group. Use the search bar within the modal (labeled "Search available users by email") to find specific available users.
4. To add users: Click on a user in the "Available Users" list. They will be highlighted (often with a blue border and a "Selected" label), and the button at the bottom will update to reflect the number of selected users (e.g., "Add Selected Users (1)"). Click on multiple users to select more than one.
5. Click the "Add Selected Users (#)" button to add the selected users to the group.

Conclusion

Properly managing users and utilizing user groups is key to maintaining a secure and organized collaborative environment in your Akuko Space. Groups significantly simplify the process of granting and revoking access to post folders for specific teams or roles.