5. Groups

The Groups feature allows you to organize users into groups for efficient management. By sharing books at the group level, you can automatically handle user additions and removals.

Note: The Add button visibility depends on your environment: - Cloud Service: Displayed if you have joined a workgroup - Dedicated Server (On-premises): Displayed only for users with workgroup administrator privileges (Owner/Admin)

5.1 Group List

Opening the Groups tab displays a list of groups.

Display Items

Viewing Group Users

The Users column displays icons and names of belonging users. If there are many users, click the "..." icon to view all users.

5.2 Selecting a Workgroup

You can switch the displayed workgroup from the dropdown at the top of the group list.

1. Click on the Workgroup name
2. A dropdown menu appears
3. Select the workgroup you want to display

Note: Groups are managed per workgroup. Switching workgroups displays the groups of that workgroup.

5.3 Creating a Group

To create a new group:

1. Click the Add button
2. The "Add Group" dialog appears

1. Enter the following information:

1. Click the Save button

Selecting Users

1. Select users' checkboxes in the Users section
2. The user list shows the following columns:
3. Account Name: User's email address or account name
4. Department: The department the user set on their profile
5. Last Name / First Name: User's name
6. The "Selected" count shows the number of selected users
7. You can search for users using the search box (partial match against Account Name, Last Name, or First Name)

5.4 Editing a Group

To edit an existing group:

1. Click the Edit button () of the group you want to edit in the group list
2. The "Edit Group" dialog appears

1. Modify the information:
2. Group Name
3. Add/remove users
4. Change Referenced groups (parent groups) / Reference Group (child groups)
5. Click the Save button

5.5 Removing a Group

To remove a group:

1. Click the Remove button () of the group you want to remove in the group list
2. The "Remove Group" confirmation dialog appears
3. Click the Remove button

Note: Removing a group does not delete the users who belonged to the group.

Note: Removing a group also removes sharing settings for that group.

5.6 Managing Group Users

Adding Users

1. Open the Edit Group dialog
2. Select users' checkboxes in the Users section
3. Click the Save button

Removing Users

1. Open the Edit Group dialog
2. Uncheck the checkbox of the user you want to remove in the Users section
3. Click the Save button

Viewing All Users

1. Click the "..." icon in the group list
2. The group users list dialog appears
3. You can view all users

5.7 Referenced Groups and Reference Groups

Groups can have a hierarchical structure. On screen, "Referenced groups" means parent groups and "Reference Group" means child groups.

Referenced Groups (Parent Groups)

• "Referenced groups" are upper-level groups that contain this group (parent groups)
• Sharing to a parent group automatically applies to this group as well

Reference Groups (Child Groups)

• "Reference Group" are lower-level groups contained in this group (child groups)
• Sharing to a child group does not apply to this group

Setting Hierarchy

1. Open the Edit Group dialog
2. Select groups' checkboxes in the Referenced groups or Reference Group section
3. Click the Save button

Tip: You can represent organizational structures like Department > Team > Project using groups.

Group Limitations

5.8 Importing Groups

You can bulk import groups and users from a CSV file.

1. Click the Import button ()
2. The Import dialog appears
3. Select a CSV file
4. Preview the content
5. Click the Import button

CSV error display: When the CSV has formatting errors or invalid entries (e.g. missing required fields), the Import dialog now shows a red-icon error card with the error message. The message may include the problematic column name or the affected user names. Update the CSV based on the message and try the import again.

CSV File Format

Important: The CSV header (column names) must use the exact English labels shown below. Other label names are not supported.

GroupID,Groupname,UserMember,OrganizationGroupMember
,Sales,user1@example.com,
,Sales,user2@example.com,
,Development,user3@example.com,

Download sample CSV file

Note: Users to be imported must already be members of the workgroup.

5.9 Exporting Groups

You can export group and user information as a CSV file.

1. Click the Export button ()
2. The Export dialog appears
3. Select groups to export (all or selected)
4. Click the Export button
5. A CSV file is downloaded

Exported CSV Format

The exported CSV uses the same format as import, containing the following columns:

GroupID,Groupname,UserMember,OrganizationGroupMember
642bcbd2-56a8-4b6e-817b-2b9069394f56,Sales,user1@example.com,
642bcbd2-56a8-4b6e-817b-2b9069394f56,Sales,user2@example.com,

Tip: You can edit the exported CSV file and re-import it to perform bulk updates.

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