Control document access with groups
Feb 25, 2025
Groups in Readin Knowledge Base let organizations manage who can access published documents, whether readers are employees, customers, or external partners.
Why use groups?
Groups organize readers by role and access needs, making it easier to share the right documents with the right people.
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 helps people find relevant information without unnecessary distractions.
Access based on roles. Users with different roles automatically receive the information most useful to them. This reduces clutter and makes access easier to manage.
Reusing information. Groups allow organizations to use the same content across multiple user groups. This keeps information consistent and reduces duplication.
Better security. Control access to important information and share only what is necessary.
Improved user experience. Show readers relevant content without unnecessary distractions.
How to Set Up Groups
You can assign access to groups in several ways:
By email. Grant access based on email addresses.
By role. 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. Assign individual permissions when needed.
Groups make it easier to manage access for internal teams and external partners while keeping published content relevant to each audience.