Group Management

1. Creating a Group

2. Sharing with Groups

 

Creating a Group

RoboForm groups are functioning organizational units for the role-based permission sharing of RoboForm files and RoboForm policy deployment.

 

The Groups tab is where groups are displayed, as well as where they can be created, edited, and where users can be added to them.

 

During group creation, the administrator will be prompted to set the group's name, default storage and permission type.

Storage Type

The storage type will determine where copies of the data shared in this group can be saved.

Synced:

A Copy of the RoboForm files assigned to this group will reside on the user's device as well as on your company's account hosted on our servers. This means that users in this group will be able to use the data that has been shared with them even if they are offline.

Server:

A copy of the data shared in this group will never be stored on the user’s device; it will only be stored in the company's account hosted on our servers. This means that users in this group will only be able to use these logins while they are online.

 

Usage Permission

The usage permission will determine the level of access that users in this group will have to the data that is shared with them in this group.

Limited Permission:

Limited permission will only allow users to Log In with the data shared with them. They will not be able to view any of the details of the login, such as the username and password, nor will they be able to edit any of this information.

Regular Permission:

Regular permission user has the ability to view and edit RoboForm files belonging to the group. Any edits that regular users make will be synced to everyone else in the group.

 

Allowed IP addresses

If any IP addresses are listed here, then the data in this group will only be visible if the user is logged in from one of the listed IP addresses or within the specified IP range. Start each address or range from a new line, or delimit each entry with a ‘,’ or ‘;’. To list a range of address use a ‘-‘, use a ‘*’ to denote all numbers in that range.

Note: This setting will only prevent users from seeing the data shared in this group. To prevent users from accessing their RoboForm account while outside a desired IP address range, enable the "Allowed IP address Ranges" policy. More information about RoboForm policies can be found here.

Disable visibility from devices

Checking "Disable group visibility from devices (by device type)" will prevent the data in this group from the selected device types.

Note: This setting will only prevent users from seeing the data shared in this group. To prevent users from accessing their RoboForm account from a specific platform, enable the "Disable access from devices (by device type)" policy. More information about RoboForm policies can be found here.

 

Sharing with Groups

 

Once a group has been created, RoboForm data can be shared with other members of the company using the group folder. Before a group can be used to share RoboForm data, users will first need to be added to it.

 

Add users to groups by:

1) Selecting the group from the Groups tab.

2) Clicking Add to Group.

3) Selecting the users that need to be added to the group and clicking Add.

     

Add Data to a Group

Inside a Group, new data can be created from the Group Data tab by clicking the "Add Data" button.

Select the specified data type to create a new file.

 

Add existing Files to a Group

Existing files can be added to a group from the "Data" tab. If a file is selected in the Files tab, then it can be added to a group by clicking "Add to Group". Multiple files can be selected at once by checking the box next to each file. Once a file has been added to a group, all users in the group will have access to the data with the appropriate permissions applied.

 

Users in Groups

Once a user has been added to a group, their permissions in the group can then be managed by selecting that user. Once a user has been selected from the group's menu or from the Users tab, the groups they are a member of will be shown.

By clicking the three dot icon to the right of any group the user is a member of and selecting User Permission, the user's permissions in that group can then be managed.

The Group Manager: 

The Group Manager has the ability to add new users and data to their group, edit the permissions of users in their group, and edit policies for their group. A Group Manager will not be able to make a policy less restrictive than what an admin as set for the company or that group, but a group manager can make policies more restrictive.

 

Restore Deleted Data

If data is deleted from a group, then it can be restored using that group's automated backups. Once the group has been selected, open the Backup & Restore menu to access that group's backups and review what data has been edited or deleted.