# Managing Workflow Access with User Groups in Vincent Studio

### 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.

<figure><img src="https://1556743161-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS8Dq_iqEIflAmbaOkI-887967055%2Fuploads%2FxBNZiYZKJ1M6qHYjWaLg%2FCreate%20and%20configure%20a%20new%20User%20Group%20by%20adding%20a%20name%2C%20description%2C%20and%20users%2C%20all%20from%20the%20User%20Groups%20section%20in%20Vincent%20Studio..gif?alt=media&#x26;token=4d7711d3-64eb-46f3-bb3e-10bf612ca150" alt=""><figcaption><p>Create and configure a new User Group by adding a name, description, and users, all from the User Groups section in Vincent Studio.</p></figcaption></figure>

#### 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.

{% hint style="danger" %}
**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.
{% endhint %}

#### 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.

<figure><img src="https://1556743161-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-MS8Dq_iqEIflAmbaOkI-887967055%2Fuploads%2FilSYDe0do7CnXUif1d2F%2FAssign%20one%20or%20more%20User%20Groups%20in%20the%20Visibility%20settings%20and%20publish%2C%20all%20group%20members%20get%20instant%20access%20to%20the%20workflow..gif?alt=media&#x26;token=537d3df9-a757-4769-9901-1892f90305dc" alt=""><figcaption><p>Assign one or more User Groups in the Visibility settings and publish, all group members get instant access to the workflow.</p></figcaption></figure>

### 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.

### Related Articles

* [How to Write Powerful and Effective Prompts in Vincent Studio](https://support.vlex.com/vincent-by-vlex-1/vincent-studio/vincent-studio-advanced-techniques-and-best-practices/how-to-write-powerful-and-effective-prompts-in-vincent-studio)
* [Workflow Governance: Quality Control and Lifecycle Management](https://support.vlex.com/vincent-by-vlex-1/vincent-studio/vincent-studio-advanced-techniques-and-best-practices/workflow-governance-quality-control-and-lifecycle-management)

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