Document access with Groups

Feb 25, 2025

Readin Knowledge Base includes a powerful feature called Groups that allows organizations to manage role-based access to published documents. This feature ensures that the right information reaches the right audience, whether they are within or outside the organization.

Why Use Groups?

Groups help organize users based on their roles and access needs, ensuring that each person sees only relevant information. This makes it easier and more secure to manage and share documents.

• Different information for different users. Not all users need access to the same content. With Groups, information is displayed based on the user's role, ensuring that each person sees content relevant to their needs. This makes work easier, more focused, and more accurate.

• Access based on roles. Users with different roles automatically receive the information most useful to them. This eliminates confusion and improves productivity by reducing unnecessary content exposure.

• Reusing information. Groups allow organizations to use the same content across multiple user groups. This ensures consistency in messaging while reducing duplication, saving both time and resources.

• Better security. Control access to important information and share only what is necessary.

• Improved user experience. Deliver relevant content to each user, minimizing distractions.

How to Set Up Groups

Groups can be set up in different ways to control access and share content:

• By Email. Grant access based on email addresses.

• By Roles. Allow users to see content based on their user roles.

• By Single Sign-On (SSO). Automatically grant access based on the company’s SSO settings.

• By Metadata. Define access rules based on metadata attributes, such as labels and tags.

• Manually. Set permissions individually for greater customization.

By using Groups, businesses can share documents in a seamless, secure, and efficient way. Whether managing internal teams or external partners, this feature helps present the right content to the right audience effortlessly.