Create User Collections to Group Relevant Users

Creating a User Collection (The Who)

User Collections are the component of Access Management that defines who gets access. They are flexible groupings of users that allow you to efficiently assign permissions (Roles) to relevant people across your organization.

By creating a User Collection, you can group individuals based on functional teams, departments, job titles (e.g., Librarians, Faculty, or Tech Support), or any other logical criteria.

Key Features of User Collections

• Flexible Grouping: Unlike rigid Organizational Units (OUs), User Collections allow you to mix and match users from various places in your directory.
• Dynamic Access: Once a collection is linked to a Role via a Designation, moving a user into or out of that collection automatically updates their permissions.

How to Create a New User Collection

1. Navigate to Access Management:
   • Go to the Administration section in the left-hand navigation menu.
   • Select Access Management.
2. The page defaults to the Roles tab. Click on the User Collections tab.
3. Click Add new user collection.
4. Select an option:
   • Set up a collection manually (see below for specific steps)

   • Set up collection(s) via CSV (see below for specific steps)

     Pro Tip: Users can download a pre-filled CSV template with example data directly from the Import a CSV File screen. This template helps ensure the file is correctly formatted with user collections and attached users.

Set up a collection manually

1. User collection name*: Enter a clear, descriptive name.
2. User collection description*: Provide a summary explaining the collection's purpose.
3. Add Users to the Collection: There are three methods to add users:
   • Click into the Search users to add field to open a search and selection tool.
   • Click Paste emails, enter each email on a different line in the pop-up.
   • Click Import CSV to open the Add Users via CSV stepper.
4. Click Save User Collection. The page returns to the User Collections tab, with the new User Collection listed.

Set up collection(s) via CSV 

1. From the Add new user collections(s) button, click Import CSV. The Import a CSV File stepper opens. 
2. To download a sample file you can use to model your file, click Download a pre-filled CSV file with example data link.
   
3. Click Continue.
4. Drag and drop your file into the available box or click the Select file button.
5. Click Continue.
6. Review the collection details and the list of included users.
7. Click Continue. The page returns to the User Collections tab, with the new User Collection listed.