# 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.

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. {% 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.

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. ### Related Articles * [How to Write Powerful and Effective Prompts in Vincent Studio](/vincent-by-vlex-1/vincent-studio/vincent-studio-advanced-techniques-and-best-practices/how-to-write-powerful-and-effective-prompts-in-vincent-studio.md) * [Workflow Governance: Quality Control and Lifecycle Management](/vincent-by-vlex-1/vincent-studio/vincent-studio-advanced-techniques-and-best-practices/workflow-governance-quality-control-and-lifecycle-management.md) ### Unlock the Power of Legal Automation Ready to see how Vincent Studio can transform your firm's efficiency? [**Contact our sales team for a personalized demo today.**](https://vlex.com/book-a-demo?utm_source=website\&utm_medium=organic\&utm_campaign=web_trial_homepage\&campaign_id=4270741) **What's Your Next Step?** | **New to Vincent Studio?** | **Already a Vincent Studio Customer?** | | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- | | [See how Vincent can transform your practice. **Request a personalized demo**.](https://vlex.com/book-a-demo?utm_source=website\&utm_medium=organic\&utm_campaign=web_trial_homepage\&campaign_id=4270741) | [If you still have questions or need help with a specific feature, our team is here to assist. **Contact our Support team**.](https://vlex.com/contact-us) | --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://support.vlex.com/vincent-by-vlex-1/vincent-studio/creating-and-managing-ai-workflows-in-vincent-studio/managing-workflow-access-with-user-groups-in-vincent-studio.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.