With OfficeDrop’s new multi-user accounts you now have powerful means to share data.
When creating multiple users within a multi-user account, you can save time by creating Groups. Groups are a collection of access permission settings applied to individual folders that you can pre-set, so you don’t need to waste time assigning different permission levels to every single folder in your account each time you add a user. You can create a Group, such as Administrative or Sales, and as you add users to each of these groups, you can set their folder permissions to “Inherit from Group”, and the group settings you have previously created will be automatically applied.
Example of Setting up and Using a Group
Andrea has a small business with three distinct parts- administrative, sales, and accounting. She will be adding multiple users who work in each of these 3 sectors to her OfficeDrop multi-user account, but doesn’t want to continually set specific permissions to her folders with every new account. Andrea wants to start by creating accounts for Marta, Ginger, and Samuel, who all work in Accounting. Under her account tab in her administrator account, Andrea selects the ‘Manage Groups’ section of the menu to the left.
Setting up Groups in OfficeDrop
She then clicks ‘Add new group’. She enters the group name, ‘Accounting’ into the box. Below, she sees a list of all current folders in her account, along with the option to the right of each one to set a specific access level that will apply to the entire group. Since this is her accounting department, the only folders they will need access to are the ‘Expenses’ and ‘Tax documents’ folders, which she sets to ‘Editor’. She sets the rest of the folders to ‘No Access’, as her accounting team will not require access to any of these folders.
When finished, she selects ‘Add this group’. Once the Group has been created, she will see it listed in the Group List.Andrea wants to add Ginger Cadwell to the Accounting group, so next to the group name, she clicks the “0 Users” link. She selects ‘Add new user’.
Setting Up Group List
She enters Ginger’s name, username, and email address. She then adds Ginger to the ‘Accounting’ group by selecting the group labeled ‘Accounting’ in the menu under ‘Add this user to one or more groups’. Selecting the ‘Accounting’ Group will cause Ginger’s new account to inherit all the permission settings created for the group earlier. The default permission for all Andrea’s individual folders is ‘Inherit from groups’ so she doesn’t need to adjust each one accordingly. Ginger’s account will have all permissions of the Accounting Group automatically. She types a note and submits the new user. An e-mail is now generated to Ginger Caldwell and her account, once she logs in, is active immediately.
Apply Settings to Group
Andrea can now create the 2 other users associated with the Accounting group, and create 2 more groups, Sales and Administrative, to which she can assign various users.
