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Managing Workflow Access with User Groups in Vincent Studio

User Groups in Vincent Studio let publishers grant workflow access to defined sets of users in one step, no more manual email lists.

Summary

User Groups in Vincent Studio let publishers grant workflow access to defined sets of users in a single step, no more manual email lists. This guide explains how to create and manage User Groups and assign them to your workflows.

Why This is Important

Before User Groups existed, publishers could only share a workflow with the entire organization or with individually named users. For large teams, manually listing every email address was time-consuming and error-prone. User Groups solve this by letting you define a named set of users once and reuse that group across any workflow, making access management scalable, consistent, and faster.

Step-by-Step Guide

Creating a User Group

  1. In Vincent Studio, navigate to the User Groups section.

  2. You will see a list of all previously created groups. Click New User Group.

  3. Enter a Name for the group (required).

  4. Optionally, enter a Description to clarify the group's purpose.

  5. Add users to the group using one of the two methods below.

Create and configure a new User Group by adding a name, description, and users, all from the User Groups section in Vincent Studio.

Adding Users via CSV Upload

  1. Click Download Template to get the CSV file format.

  2. Open the template, you will see a single column for email addresses.

  3. List all user emails, one per row. Do not add names, teams, or any other columns, emails only.

  4. Save the file and click Upload to import the list.

Important - Uploading Replaces the Entire List: When you re-upload a CSV to update a group, the new file completely overwrites the existing user list. Always include every email that should remain in the group, not just the new additions. Uploading only new emails will remove all previously added users.

Adding Users Manually

  1. In the user input field, type or paste user email addresses separated by commas.

  2. Review the list and click Save.

Assigning a User Group to a Workflow

  1. Open the workflow you want to share in Vincent Studio.

  2. Go to the Visibility settings.

  3. Select Specific Users and then choose one or more User Groups from the list.

  4. Publish the workflow. All members of the selected groups will gain access immediately upon publication.

Assign one or more User Groups in the Visibility settings and publish, all group members get instant access to the workflow.

Best Practices & Pro Tips

  • Plan your group structure before you build. Consider organizing groups by practice area, team, or matter type (e.g., "Litigation Associates," "Corporate Paralegals"). A well-named group is reusable across many workflows and reduces access management overhead as your team scales.

  • Keep a master CSV per group. Store the authoritative email list for each group as a shared file in your document management system. When you need to update membership, edit that master file and re-upload it — this ensures you never accidentally drop users from the group.

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