FlowShare Portal admins can utilize the new Member Groups feature to efficiently manage which users can view specific Flows. This ensures that users only see the content relevant to their roles or departments.
Group Basics
Member Groups are containers created by Admins to manage a subset of users. Admins are not assigned to groups; they automatically have access to all Flows within the Portal. Members can be part of any number of groups. Access is controlled by linking a Group to specific Labels. If a Member is part of a group, they can see all Flows associated with that group's linked Labels.
Members ↔ Groups ↔ Labels ↔ Flows
Importantly, any Flow that has no Label assigned to it is considered general-access and is visible to every user.
Actions for Group management
Portal Admins can perform the following actions to set up and maintain Access Groups:
1. Creating a New Group
Navigate to the Manage Member section in the Portal left menu bar.
Click on Create New Group icon.
Enter a descriptive Name for the group (e.g., "HR Team," "Marketing US").
In the Labels are, search for the Flow Label(s) you want to link. All Flows tagged with this Label will be visible to the group's members.
Select one or more user you wish to add to the group. A member can be part of multiple groups.
Save the new group.
2. Editing an Existing Group
On the Manage Member page click on a group that you wish to modify.
Hover your mouse and select the 3-dot menu on the right, next to the group name.
You can change the group's Name, manage its Members, and manage its linked Labels.
Save your changes.
3. Deleting a Group
In the Access Group section, find the group to delete.
Click the 3-dot menu on the right and select the Delete group option.
Confirm the deletion when prompted. Deleting a group revokes its members' access to any Flows exclusively linked via that group's labels.
Flow Visibility for Users
The Flows a user can see are determined by two factors:
Flows without a Label: These are considered general-access and are visible to every user.
Flows with a Label: A Member can see a labeled Flow if its Label is assigned to any of the groups they belong to. If a Member is not in any group linked to the Flow's Label, they cannot see the Flow.
When a user logs into the Portal, their view is the combined list of all unlabelled Flows plus all labeled Flows they have access with the group membership.