Lucid admin panel: Group management

Start by determining your group management experience

Lucid has released a new group management experience. While we transition accounts over to the new experience, some accounts may remain on the original experience. Before reading this article, determine which group management experience your account uses. To do so:

1. From your Lucid account, select Admin from the menu to the left.
2. Select Groups from the left-hand navigation menu.
   • If you see “New feature coming soon!”, check out our Lucid admin panel: Groups article for instructions on how to use the original experience.
   • If you see the page shown below, continue reading this article to learn about the new group management experience.
     

Group basics

Lucid offers many options to make the management of groups in your organization easier. Here are all the things you need to know before getting started.

Features for the management of your organization:

• Organizational groups are groups created by the account owner or an account admin to manage an account’s settings in a more granular way. A user can only belong to one organizational group.
  • The Default organizational group is where all users will be grouped by default. License and security settings that are set for the account as a whole will apply to all users in this group.
  • A Parent organizational group is an organizational group that contains other organizational groups.
    
• Teams are groups that allow users to collaborate more efficiently through the use of a team hub which includes a team space, a team roster, and team documents. Users can belong to multiple teams.
• Groups (sharing) are groups that allow users to share documents with a particular group rather than adding each individual collaborator. Users can belong to multiple groups for sharing documents.
  • If you created groups using the previous group management experience, they will appear here.

Organizational groups

Organizational groups are groups created by the account owner or an account admin to manage an account’s settings in a more granular way.

Access organizational groups

To access organizational groups, follow these steps:

1. Select Admin.
2. Click the Groups dropdown in the left-hand menu.
3. Select Organizational groups.

Create an organizational group

To create a new organizational group:

1. Navigate to the organizational group page in the Lucid admin panel.
2. Select + New organizational group in the upper-right corner.
3. In the “Basics” window that appears, set the group name and description.
   • Your organizational group name may be visible to anyone on your Enterprise account when sharing with collaborators. We recommend you not include any sensitive or confidential information in the group name.
4. If you are creating a child group (or sub group) within an existing organizational group, click the little pencil icon to choose the parent organizational group.
5. Click Next.
6. Type the name of the user(s) you want to assign as the organizational group admin.
   • If you opt to skip assigning an organizational group admin, the account owner and account admin will be the only ones with permission to manage the group.
7. Click Next.
8. Type the names of the users on your account you want to add to the organizational group.
   • You can skip this step and add users in individually or in bulk from the Users page after the organizational group is created.
9. Click Next.
10. Review the details and click Create group.

Add users to an organizational group

After an organizational group has been created, admins can add or remove users from the group via the "Users" page of the admin panel. For steps on how to do this, check out our Lucid admin panel: User management article.

Manage license limits for organizational groups

Each organizational group can have a license limit, which sets a maximum number of licenses that can be assigned to users within that group. To access the license limits page, follow these steps:

1. Navigate to the organizational group page in the Lucid admin panel.
2. Click Manage license limits in the upper-right corner.

From the license limit page that opens, you can add, edit, and delete license limits according to your account needs.

Unless a specific license limit is set for a subgroup, it will automatically contribute to the limit of the parent organizational group. For more details on organizational group structure, refer to the Group basics section above.

Edit an organizational group

1. Navigate to the organizational group page in the Lucid admin panel.
2. Click the three-dot icon to the left of the organizational group you want to edit.
3. Select Edit group basics.
4. Make changes to the group name or description.
5. Click Confirm.

Delete an organizational group

1. Navigate to the organizational group page in the Lucid admin panel.
2. Click the three-dot icon to the left of the organizational group you want to edit.
3. Select Delete organizational group.

Delegate user management to an organizational group admin

Assign one or more organizational group admins to grant users on your account permission to manage an organizational group and its members including license requests—however, the organizational group admin cannot make account-wide changes like an account admin can.

An organizational group admin can manage the following for the users assigned to their group:

• View a list of users
• Manage licenses
• Add existing users on the account to their group
• Move users out of their group to the default group
  • Organizational group admins can also move users from one group to another group if they are the admin over both groups.
• Edit user details such as name and email address
• Export a user list as a .csv file

Assign the organizational group admin role

1. Navigate to the organizational group page in the Lucid admin panel.
2. Select an organizational group.
3. Click the three-dot icon to the left of the organizational group you want to edit.
4. Select Edit group admin.
5. Add or remove users to be designated as the organizational group admin(s).
6. Click Confirm.

Teams

Lucid’s team hub experience allows account members to organize themselves into teams for more efficient collaboration. Account owners and admins can see a list of all teams and their team members in the admin panel.

Access team settings in the admin panel

To navigate to the Teams page in the Lucid admin panel:

1. Select Admin.
2. Click the Groups dropdown in the left-hand menu.
3. Select Teams.

Create a team

To create a new group to share documents:

1. Navigate to the Teams page in the Lucid admin panel.
2. Click Add team in the top-right corner of the list of “Teams”.
   • Click the dropdown arrow to the right of “Add team” to Create multiple teams with a CSV.
3. In the panel that appears, type a team name under “Name this team”.
   • Each team name you add to your account must be unique. You will see a message pop up in the panel if the name you choose is already in use on your account.
   • We recommend you not include any sensitive or confidential information in the team name.
4. Determine the team type.
5. Click Create team.

Add users to a team

Navigate to the Teams page in the Lucid admin panel.

1. Select a team from the list on the left-hand side.
2. Click Add users to a team from the upper-right corner.
3. Enter the email address for the existing Lucid user or users on your account that you want to add to the group.
4. Click Done.

Assign roles and permissions to team members

To adjust the role or permissions for members of a team hub, account owners and account admins can follow these steps from the Teams page in the Lucid admin panel:

1. Select a team from the list on the left-hand side.
2. Locate the user you want to adjust the role or permission of and click the dropdown in the "Team role" column.
3. Select a role or permission from the list.
4. Repeat as needed for the remaining team members.

Remove users from a team

Navigate to the Teams page in the Lucid admin panel.

1. Select a team from the list on the left-hand side.
2. Locate the user you want to remove and select the stacked three-dot icon to the far-right side of their name.
3. Select Remove from team.
4. Click Remove user.

Merge teams

To merge multiple teams into one, follow the steps below. Merging teams moves team members and content to the destination team and permanently deletes the original team in Lucid.

1. Click Groups from the navigation menu on the left side of the admin panel.
2. Select Teams from the dropdown menu.
3. Click the three-dot menu to the right of the team you want to merge another team into.
4. Select Merge team.
5. Use the dropdown to select the team you want to merge with.
6. Click Merge teams.

Archive a team

To archive a team, follow these steps:

1. Click Groups from the navigation menu on the left side of the admin panel.
2. Select Teams from the dropdown menu.
3. Click the three-dot menu to the right of a team.
4. Click Archive team at the bottom of the panel that appears.
5. Review the information and click Archive.

Once a team is archived, team members lose access to the team space and documents, but remain users on your Lucid account. If team documents were shared with users outside of the team, the documents may still be accessible to those users via URL.

Archive teams in bulk
To archive multiple teams at the same time, follow these steps from the Teams page of the admin panel:

1. Check the box next to each team you want to remove.
2. Click Bulk actions from the top-right of the list.
3. Select Archive teams.
4. Review the information and click Archive.

Restore an archived team
You can restore an archived team by following these steps from the Teams page of the admin panel:

1. To the right of the search bar, click the Active teams dropdown.
2. Select Archived teams.
3. Click the three-dot menu to the right of a team.
4. Select Restore team.
5. Review the information and click Restore team.

Groups (sharing)

Groups (sharing) allow users to share documents with a particular group rather than adding each individual collaborator. If you created groups using the previous group management experience, they will appear here.

Access Groups (sharing)

To access Groups (sharing):

1. Select Admin.
2. Click the Groups dropdown in the left-hand menu.
3. Select Groups (Sharing).

The following sections outline how to create a group, manage users, and delete a group—all of which can be done from the "Groups (Sharing)" page.

Create a group for sharing documents

To create a new group to share documents:

1. Navigate to the Groups (sharing) page in the Lucid admin panel.
2. Under “Manage groups (sharing)” to the left of the page, hover your cursor over your account’s name.
   • To create a subgroup underneath an existing group, hover your cursor over the parent group’s name.
3. Click the pencil icon.
4. Select Create group.

Add users to a group for sharing documents

1. Navigate to the Groups (sharing) page in the Lucid admin panel.
2. Select a group from the menu on the left-hand side.
3. Click Add users to group from the upper-right corner.
4. Enter the email address for the user or users you want to add to the group.
5. Click Done.

Remove users from a group for sharing documents

1. Navigate to the Groups (sharing) page in the Lucid admin panel.
2. Select a group from the menu on the left-hand side.
3. Locate the user you want to remove and select the stacked three-dot icon to the far-right side of their name.
4. Select Remove from group.
5. Click Remove user.

Delete a Group (sharing)

1. Navigate to the Group (sharing) page in the Lucid admin panel.
2. Under “Manage groups (sharing)” to the left of the page, hover your cursor over a group’s name.
3. Click the pencil icon.
4. Select Delete group.
5. Click Confirm.

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