> ## Documentation Index
> Fetch the complete documentation index at: https://docs.cocoondata.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing groups

The **Groups** page allows Organization administrators to define groups of [Covata users](/3.3/admin-org/administering-users-within-an-organisation.md) with whom [files](/3.3/admin-org/administering-files.md) can be [shared](/3.3/user/uploading-storing-and-sharing-content-securely.md#sharing-secure-content).

Permission to share a file with a group of users is granted through the group's association with a [classification](/3.3/admin-org/managing-classifications.md), which in turn is specified when sharing the file.

If a [Covata user](/3.3/admin-org/administering-users-within-an-organisation.md):

* Belongs to any group, which in turn is associated with a [classification](/3.3/admin-org/managing-classifications.md), then that Covata user can be shared a file when this classification is specified.
* Is not associated with a classification (by virtue of their account not being a member of any group associated with this classification), then that Covata user cannot be shared a file when this classification is specified.

![Groups page](https://mintcdn.com/cocoondata/_MzKWwAlmVvZNHNz/images/e2749a4411f3-groups-page.png?fit=max\&auto=format\&n=_MzKWwAlmVvZNHNz\&q=85\&s=1c434d62b2f1dde1e95235c654e1f2ab)

> [!NOTE]
>
> Groups are not exposed in any way to [Covata users](/3.3/admin-org/administering-users-within-an-organisation.md) who do not have the [Organization administrator role](/3.3/admin-org/administering-users-within-an-organisation.md#organisation-administrator-role).

## Adding a new group

**To add a new group to your organization on the Covata Platform:**

1. [Sign in](/3.3/admin-org/accessing-organisation-administration.md#signing-in-to-organisation-administration) to Safe Share Organization Administration.
2. Click the **Groups** option on the left of the [Safe Share Organization Administration interface](/3.3/admin-org/accessing-organisation-administration.md#the-organisation-administration-interface) to open the **Groups** page.
3. Click the **Add New** button.
4. In the **Add new group** dialog box, specify the:

   * **Name** - A name that best describes the group's members (i.e. Covata users) in a short sentence.
   * **Description ( *Optional* )** - A longer description to provide more information about the group. Be aware that the value of this field is only visible when this group is subsequently [edited](/3.3/admin-org/managing-groups.md#editing-an-existing-group) (in the **Edit group** dialog box).
5. Click **Save** and the new group is added and will appear as a new entry on the **Groups** page. \

   **Notes:**

   * To add one or more [Covata users](/3.3/admin-org/administering-users-within-an-organisation.md) to this group, see [Modifying users in an existing group](/3.3/admin-org/managing-groups.md#modifying-users-in-an-existing-group).
   * To associate this group with one or more [classifications](/3.3/admin-org/managing-classifications.md), which would then allow these classifications to restrict file sharing to any Covata users who are members of this group, see [Modifying classifications on an existing group](/3.3/admin-org/managing-groups.md#modifying-classifications-on-an-existing-group).

## Modifying users in an existing group

**To modify the membership of Covata users in an existing group:**

1. [Sign in](/3.3/admin-org/accessing-organisation-administration.md#signing-in-to-organisation-administration) to Safe Share Organization Administration.
2. Click the **Groups** option on the left of the [Safe Share Organization Administration interface](/3.3/admin-org/accessing-organisation-administration.md#the-organisation-administration-interface) to open the **Groups** page.
3. In the **Members** column, click the numbered link associated with the group whose existing [Covata users](/3.3/admin-org/administering-users-within-an-organisation.md) are to be modified. This opens the 'group's members' dialog box.
4. In this dialog box, any Covata users whose email addresses appear in the **Group members** section on the right are already members of the group:

   | To do the following: | Do this: | Which results in this: |
   | - | - | - |
   | Add a user to the group | Click the email address of that user in the **Available users** section. | Transfers that user to the **Group members** section. |
   | Remove a user from the group | Click the email address of that user in the **Group members** section. | Transfers that user to the **Available users** section. |
   | Find specific users by filtering them (making it easier to add or remove them above) | In either the **Available users** or **Group members** sections, begin typing (into its respective **Filter...** box) a series of characters contained in the Covata users' email addresses. | The list of users (in their respective section/s) being filtered to those whose email address contains the subset of characters entered into its **Filter...** box. |
   | Add all users to the group | Click the  ![Add all button](https://mintcdn.com/cocoondata/XFCH1-fsOPTworsw/images/ba0414469515-add-all.png?fit=max\&auto=format\&n=XFCH1-fsOPTworsw\&q=85\&s=9eca0d8f47f065e9d35c3221ff11b7ce)   (Add all) button in the **Available users** section. | Transfers all remaining users in this section to **Group members**. |
   | Remove all users from the group | Click the  ![Remove all button](https://mintcdn.com/cocoondata/_MzKWwAlmVvZNHNz/images/ceb2b8442518-remove-all.png?fit=max\&auto=format\&n=_MzKWwAlmVvZNHNz\&q=85\&s=41fb2069a92f162ec4b1d42f56de23a9)   (Remove all) button in the **Group members** section. | Transfers all remaining users in this section to **Available users**. |
5. Click **Save** and the group's membership will be modified accordingly. The number in the **Members** column associated with this group is updated to reflect the total number of Covata users that were in **Group members** section (just before clicking **Save**). \

   **Note:** To associate this group (of one or more Covata users) with one or more [classifications](/3.3/admin-org/managing-classifications.md) (which would then allow these classifications to restrict file sharing to these Covata users), see [Modifying classifications on an existing group](/3.3/admin-org/managing-groups.md#modifying-classifications-on-an-existing-group).

## Modifying classifications on an existing group

**To modify the association of classifications with an existing group:**

1. [Sign in](/3.3/admin-org/accessing-organisation-administration.md#signing-in-to-organisation-administration) to Safe Share Organization Administration.
2. Click the **Groups** option on the left of the [Safe Share Organization Administration interface](/3.3/admin-org/accessing-organisation-administration.md#the-organisation-administration-interface) to open the **Groups** page.
3. In the **Permissions** column, click the numbered link associated with the group whose existing [classifications](/3.3/admin-org/managing-classifications.md) are to be modified. This opens the 'group's classifications' dialog box.
4. In this dialog box, any classifications which appear in the **Group classifications** section on the right are already associated with the group:

   | To do the following: | Do this: | Which results in this: |
   | - | - | - |
   | Add a classification to the group | Click the classification in the **Available classifications** section. | Transfers that classification to the **Group classifications** section. |
   | Remove a classification from the group | Click the classification in the **Group classifications** section. | Transfers that classification to the **Available classifications** section. |
   | Find specific classifications by filtering them (making it easier to add or remove them above) | In either the **Available classifications** or **Group classifications** sections, begin typing (into its respective **Filter...** box) a series of characters contained in the classification's name. | The list of classifications (in their respective section/s) being filtered to those whose name contains the subset of characters entered into its **Filter...** box. |
   | Add all classifications to the group | Click the  ![Add all button](https://mintcdn.com/cocoondata/XFCH1-fsOPTworsw/images/ba0414469515-add-all.png?fit=max\&auto=format\&n=XFCH1-fsOPTworsw\&q=85\&s=9eca0d8f47f065e9d35c3221ff11b7ce)   (Add all) button in the **Available classifications** section. | Transfers all remaining classifications in this section to **Group classifications**. |
   | Remove all classifications from the group | Click the  ![Remove all button](https://mintcdn.com/cocoondata/_MzKWwAlmVvZNHNz/images/ceb2b8442518-remove-all.png?fit=max\&auto=format\&n=_MzKWwAlmVvZNHNz\&q=85\&s=41fb2069a92f162ec4b1d42f56de23a9)   (Remove all) button in the **Group classifications** section. | Transfers all remaining classifications in this section to **Available classifications**. |
5. Click **Save** and the group's classifications will be modified accordingly. The number in the **Permissions** column associated with this group is updated to reflect the total number of classifications that were in **Group classifications** section (just before clicking **Save**). \

   **Note:** To add one or more [Covata users](/3.3/admin-org/administering-users-within-an-organisation.md) to this group, which would then allow these classifications to restrict file sharing to these Covata users (including any others who are members of this group), see [Modifying users in an existing group](/3.3/admin-org/managing-groups.md#modifying-users-in-an-existing-group).

## Editing an existing group

Editing an existing group allows modification of the group's **Name** and **Description**. This functionality can also be used to view a group's **Description**.

**To edit an existing group in your organization:**

1. [Sign in](/3.3/admin-org/accessing-organisation-administration.md#signing-in-to-organisation-administration) to Safe Share Organization Administration.
2. Click the **Groups** option on the left of the [Safe Share Organization Administration interface](/3.3/admin-org/accessing-organisation-administration.md#the-organisation-administration-interface) to open the **Groups** page.
3. Locate/scroll to the relevant group and select its check box on the left.
4. Click the **Edit** button.
5. In the **Edit group** dialog box, modify the:

   * **Name** - A name that best describes its members (i.e. [Covata users](/3.3/admin-org/administering-users-within-an-organisation.md)) in a short sentence.
   * **Description ( *Optional* )** - A longer description to provide more information about the group. Be aware that this field is only visible from this dialog box.
6. Click **Save** and the group's **Name** and **Description** are updated accordingly. \

   **Note:** Due to a minor bug that will be fixed in a future product release, it is currently not possible to clear the **Description** field once any text has been added.

## Removing an existing group

Removing an existing group removes any association between the [Covata users who were members](/3.3/admin-org/managing-groups.md#modifying-users-in-an-existing-group) of this group as well as any [classifications that were associated](/3.3/admin-org/managing-groups.md#modifying-classifications-on-an-existing-group) with the group.

Therefore, if a Covata user was shared a file with a classification that is associated with one or more groups (of which the user is also a member) and the removal of one of these groups results in the user:

* Still remaining associated with this classification (through the classification's association with other groups to which the user is also a member), then the user will still have access to this file.
* Losing their association with this classification (because the user was not a member of any other group that had an association with this classification), then the user loses access to this file.

**To remove an existing group from your organization:**

1. [Sign in](/3.3/admin-org/accessing-organisation-administration.md#signing-in-to-organisation-administration) to Safe Share Organization Administration.
2. Click the **Groups** option on the left of the [Safe Share Organization Administration interface](/3.3/admin-org/accessing-organisation-administration.md#the-organisation-administration-interface) to open the **Groups** page.
3. Locate/scroll to the relevant group and select its check box on the left.
4. Click the **Remove** button.
5. On the **Remove group** message box, click **Yes** to proceed with the group's removal.


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