User groups are collections of user accounts, used to control users' access to work groups.
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User access to templates in HotDocs Advance is controlled by allocation of user groups to work groups. Template users can only access templates in work groups to which their user groups are assigned. This enables you to organize users into groups with related interests and give them access to specific work groups. For example, to organize users into a user group for an organization's legal department and give them access to legal department-specific templates.
The Manage user groups page is only visible if you are logged in to HotDocs Advance as a Site Administrator.
You will typically create a user group after you created or imported user accounts. You can then add users to the user group and assign the user group to a template group. After you have created a user group, you may need to add or remove users.
Users in the assigned user groups may then access the templates in the work group. For example:
Active Directory (AD) User Groups are Advance user groups imported from Active Directory. They are only available if your tenancy is an Active Directory tenancy. AD user groups function in the same way as user groups. You can allocate AD user groups to work groups, quick groups, and so on. The difference is that AD user groups can only be imported. They cannot be created within Advance, as with ordinary user groups. Importing an AD user group also imports the Active Directory user accounts it contains into Advance. AD user accounts are only accessible in Advance when you have imported an AD user group.
You can create also create ordinary Advance user groups and add AD user accounts to them. This enables you to create your own specific user groups for Advance if the exact user group you need does not already have an equivalent in Active Directory.
User group access permissions for templates are assigned in the Manage work groups section of HotDocs Advance.
The Everyone user group is a user group containing every user account created within Advance. It is a default user group, named Everyone, created by Advance during installation. When you add new users, Advance automatically adds them to the Everyone group. The purpose of the Everyone user group is to make it simpler to give template group access to all users.
If you upgrade from an earlier version of Advance and have your own user group named Everyone, Advance will migrate that user group to a new group, named Everyone_old.