People and Groups

Organization admins manage who belongs to their organization on two pages in the Organization section of Settings: People and Groups. Both pages always refer to the organization you are currently working in.

People with admin rights see these pages as well, read only or limited to their groups. See Admin Rights and Group Admins.

People#

People lists everyone who belongs to the organization, with their groups, roles and status. The title shows how many people there are, for example “People (24)”.

• Search by name or email finds people quickly.
• The Status filter shows All, Active, Invited or Disabled people.
• Select a row to open the person’s details. The menu at the end of each row offers Show details and the account actions described below.

The status is shown only when a person is not active:

Inviting People#

What happens next depends on whether the address already has an account:

• New address: AITEZA creates an account and sends an email with a link to set a password. The person shows up as Invited until they have set their password. The link expires after 72 hours unless your installation is configured differently. If it has expired, open the person’s details and select Resend invitation.
• Existing account: The person is added to your organization right away and receives an email telling them so. If that email cannot be sent, the result says “Added, but the email could not be sent”. The person can then change to your organization with Switch Organization in the profile menu. If it does not appear there yet, they should sign out and sign in again.

Roles#

Roles unlock functions beyond chatting and working in shared datarooms:

You assign roles when you invite someone, in the person’s details, or for several people at once (see Changing Several People at Once). Changes in the details are saved as soon as you tick or untick a role.

To let someone take over only part of this work, for example the usage and the members of one group, give them admin rights instead of this role. See Admin Rights and Group Admins.

Changing Several People at Once#

To give several people the same group or role, or to take it away from them, tick the people in the list. The box in the column header selects everyone on the current page; your selection stays when you search or turn the page. Then select Change groups and roles.

The dialog lists all groups and roles. A tick means everyone selected has the group or role, and an empty box means nobody has it. A dash means only some of them have it; the number next to it shows how many, for example “(2 of 5)”. Tick a box to give the group or role to everyone selected, or clear it to take it away from all of them. Clicking a box with a dash a third time brings the dash back. Anything you don’t click stays as it is. Select Apply to save.

Each change is checked for every person as if you had made it in their details, and it appears in the audit log once per person. If a change is not possible for someone, for example because only super admins can change their account, the others are still changed. These people stay selected, and a message says why.

Person Details#

Select a person to open their details in a side panel with three tabs: Details, Access and Activity. The Activity tab is shown only if you may see the audit log.

Details#

• Groups: select Change, tick the groups and select Save groups. Removing someone’s last group does not remove them from the organization.
• Roles: tick or untick roles. See Roles.
• Admin rights: the person’s admin rights for the whole organization and for groups. Change changes the rights for the whole organization. See Admin Rights and Group Admins.
• Status: the current status with a short explanation.
• Account: the account actions.

If an account has platform permissions, the panel says so, and only platform administrators can change it.

People who see the People page through admin rights see the details read only: without the account actions and without changing groups or roles. See Read-Only Person Details.

Account Actions#

Every action except Enable asks for confirmation. You cannot disable or remove your own account.

Removing Someone from the Organization#

When you select Remove from organization, a dialog lists everything the person loses: Datarooms, Workflows, Prompts and Groups, each with the person’s role and, where applicable, the group the access comes from (“via group …”). The person is also removed from all groups of the organization.

If the person is the only owner of a dataroom, the dialog asks who takes over each of these datarooms. Choose a new owner for every one of them under New owner of …. The Remove button stays disabled until every such dataroom has a new owner. If no one else in the organization can take over, invite someone first.

Workflows and prompts are not handed over: the person simply loses access to them.

Access#

The Access tab shows what the person can open in the organization: Datarooms, Workflows, Prompts and Groups, each with its number of entries. Every entry shows the person’s role (Owner, Editor or Viewer) and whether the access was granted directly or “via group …”. If the person has access in several ways, the strongest role is shown.

Public prompts are not listed per person, because they are visible to everyone in the organization.

Activity#

The Activity tab lists what this person did in the last 30 days, newest first and grouped by day, with failed and blocked actions marked. It shows up to 20 events. Open in audit log opens the Audit Log filtered to this person and the last 30 days, where you can see everything, search and export.

Groups#

Groups bundle people, so datarooms, workflows and prompts can be shared with all of them at once. A group can also limit which AI models its members can use (see Organization Models).

The Groups page lists every group of the organization:

People with admin rights see the groups their rights cover, without the Models column.

Editing a Group#

Select a group to open its side panel with the tabs Details, Members, Access and Admins. Below the group’s name you see how many members it has.

Details:

• Display name: change the name and select Rename. Existing shares with the group keep working.
• Show in sharing dialogs: when this is switched off, people can no longer pick the group when they share datarooms, workflows and prompts. Access that was already shared with the group stays.
• Models: shows whether the group uses the organization’s models or has its own selection. Change on the Models page takes you to the group overrides.
• Delete group: deletes the group after a confirmation, see below.

Members lists the group’s members, for example “Members (12)”. To add someone, type a name or email address into the field Add people by name or email and select Add next to the person. Only people who already belong to the organization are found. Remove takes a person out of the group. Show more loads further members.

Access shows what the members can open through this group: Datarooms, Workflows and Prompts, each with the group’s role.

Admins lists the group admins with their areas. See Admin Rights and Group Admins.

You can also change a person’s groups in their details on the People page.

People with admin rights see only the tabs their areas allow. See Groups for Group Admins.

Deleting a Group#

Select Delete group in the Details tab of the group’s side panel. The confirmation lists the access that members have only through this group and will lose.

When you delete a group, it is removed from every access list of the organization. Its members stay in the organization and keep their accounts and all other access.