Set up user groups and permissions

Set up user groups and permissions to organise people within your company account in ProductIP. By creating user groups and setting permissions for each group, it becomes easier to manage access and visibility, for example by limiting certain commodity areas to specific departments. This helps large organisations work more efficiently by ensuring the right teams have access only to the technical files relevant to them.

Feature access
Only users with the administrator role can create user groups and edit user rights. Regular users can be assigned to groups but cannot create or manage them.

This feature is available for all plans.

Before you begin
Decide on the purpose of each group (e.g., commodity area, department, or project). Make sure you know which users need to be assigned to the group.

Video instructions
Prefer to watch instead? A short step-by-step guide will follow soon!

Steps

Set up User Groups

1. Click the wrench icon at the top right of the screen.

2. Select Company account.

3. Go to the User Groups tab.

4. Click Add Group.

5. Enter a Group Name.

6. Select the users you want to include in this group.

7. Select the file group that is exclusively visible to this user group.

8. Click Save to confirm.

Permissions

1. Click the Edit Group Rights icon on the right side.
2. Click the dropdown menu and set the default rights for the group. You can also set all rights at once by clicking Allow All, Inherit All or Deny All.
3. Click Save Changes to confirm.

Tips and best practices

• Choose clear and descriptive group names (e.g., “Electrical Safety Team” instead of “Team 1”).
• Review and update group memberships regularly to keep them accurate. 
• Use File Group Selection to simplify daily work for your teams.

Troubleshooting

• Can’t find the User Groups tab?

Ensure you’re in Company account settings, not your personal account.

• User missing from the list? 

Check that they’ve been added to your company account.

• Group not visible to others? 

Confirm that it has been saved and contains assigned members.

Still having issues? Contact ProductIP via helpdesk@productip.com.

FAQ

• Can one user belong to multiple groups?

           Yes, users can be members of multiple groups depending on their responsibilities.

• Can I delete a user group?
  Yes, administrators can delete groups. However, this will remove the filtering option for that group.