With groups you organise users on the eConnect platform into logical teams. Instead of assigning tasks to individual employees, you assign them to a group: the system then determines who picks up the task. Groups are also used to efficiently share documents with multiple colleagues at once.

Groups have two main uses:

Workflow assignment: in the workflow engine you can assign tasks to a group instead of a single person. This is useful when multiple colleagues handle the same type of tasks, such as invoice approval or expense claim verification. The task appears in the overview of all group members.

Document sharing: when sharing documents you can select a group as the recipient. All members of the group then receive the configured permissions (read, edit or full access). This saves you from manually adding individual users.

The platform has three types of groups, each with its own scope:

Tip: for most organisations environment groups are sufficient. Partner groups are only relevant if you have an active partnership with another environment.

The group is immediately available for use in workflows and when sharing documents.

In the group overview you can add or remove members at any time. Click the group name to open the details and use the actions Add member and Remove member.

Changes to membership take effect immediately: if you add a user to a group that is used in an active workflow, that user immediately receives the outstanding tasks.

When configuring a workflow, you can choose a group for task assignment. There are two modes:

• One person sufficient: as soon as one group member approves the task, the document proceeds
• All members must act: the document only proceeds once every group member has acted

You configure this at the workflow step, not at the group itself.

Partner groups connect users from two environments that have a partnership. This is useful when you work together with an accountant or intermediary on invoice processing. Creating a partner group requires:

• An active partnership between both environments
• At least the Advanced user or Administrator role

Important: deleting a group does not affect running workflows in which the group is already assigned. The existing tasks remain with the group members.

Want to know how workflows work? Read Set up a workflow, automate approval processes.

• Set up a workflow, automate approval processes
• Tasks on the platform, assign and handle
• Share documents with colleagues and partners
• Roles and permissions on the platform
• Partnerships explained