All project participants are invited into groups. Group settings define their roles, access to features, document permissions, and other settings.
💡 Only project administrators can create new groups and define their settings.
To start creating a group, go the Participants tab, click Create group on the top panel, and follow the steps described below.
Feature permissions
On the very first step, you need:
Enter a unique group name.
Select one of the available roles with corresponding feature permissions:
Administrator: can access all documents and project features.
User: can access permitted documents and own activity. Optionally, can be authorized to view users and activity of their own group.
Custom: can access permitted documents and features. Optionally, can be authorized to manage users and permissions, and view activity of the selected groups.
Once finished, click Next.
Document permissions
This step is presented for User and Custom roles only. Document permissions are skipped for the Administrator role, as they have full access to all documents by default.
Here can set up granular permissions for participants within this group accessing your project documents.
By default, the access to all documents is set to No access.
Copy permissions from another group
During group creation, you can also copy permissions from another non-admin group if any are present in the project.
Permissions of the selected group will be preset for your new group, and you can edit it as needed. This feature may be useful when setting up multiple groups that need to have the same level of access to common sets of documents, with the exception of particular files or folders.
Once finished, click Next.
Project access
Here you will find settings for:
Project access
Decide when participants in the group can access the project.
Enable or restrict access
Use the toggle to define the group’s access status:
On — participants have access to the project
Off — participants do not have access
When access is turned off, participants won’t be able to open the project until it is enabled.
Set access dates
When access is enabled, you can optionally define when it starts and ends by clicking on the pencil icon next to the Start and End dates.
Start date
By default, access starts immediately
You can select a specific date and time using the calendar
The start date cannot be set in the past
End date
By default, no end date is set (access remains active while the project is active)
You can:
Select a predefined duration (14, 30, or 60 days)
Set a custom date and time
If an end date is set, access will be automatically removed when it is reached.
You can update access settings at any time when editing the group.
Additionally, you can set up:
2-step verification: require users to verify their identity with a second factor upon sign-in to your project.
Allowed IP addresses: specify applicable IP addresses or ranges to allow access to the project. Once enabled, simply enter one IP address or range per line in the text field.
Participants
Just enter the required email addresses and select the invitation language from the list.
This step is optional, so you can choose to invite participants later.
💡 If a user is already registered with Ideals, the invitations will be sent in their preferred language, regardless of the selected one during invitation.
Click Create to finish the group setup.
Anytime after group creation, you can edit group settings, add new participants to them, delete or deactivate specific participants.