In this step, you will configure Groups to match your organizational structure and assign members. Follow these steps in order.

1. Understand how Groups work
2. Create Groups (according to your organizational hierarchy)
3. Add users and assign them to Groups
4. Configure Approval workflow

What is a Group?

Groups are organizational units (departments, teams, projects, etc.). Based on which Group a user belongs to, the following three things are determined:

• Which Folders (SOPs) they can access
• Which Approval workflow is used when publishing an SOP
• The unit for managing the Skill Map (skill content and level definitions)

In this step, configure your Groups according to your organizational structure or project structure.

Difference Between Teams and Groups

Team is the contract unit and represents your entire Company (only one per Dive account). Groups are how you organize the users within that Team by department, team, project, etc.

Think of it this way: Team = Company, Group = a department or team within it. Groups can have a hierarchy (for example: Manufacturing Department → Manufacturing Team 2), and one user can belong to multiple Groups.

Access Restriction and Groups

Who can see an SOP depends on the access restriction of the Folder containing it. In the Folder's "Access Restriction Settings", select "Apply filter" and specify which Groups should see it. Folders without filtering can be viewed by all Team members (except guests).

Dive Specifications (Default State)

• Users in a lower Group are treated as members of the upper Group. For example, members of Team 2 can also view Folders filtered by Manufacturing Department.
• Simply belonging to an upper Group does not give you access to Folders filtered to lower Groups. For example, Manufacturing Department members cannot view Folders filtered to Team 2.
• Filtering at the parent Folder level also applies to Folders within it. If someone cannot open the parent Folder, they cannot open Folders within it either.
• Owners and Team Administrators can view all Folders regardless of filtering.

If You Want To...

• Show Folders from lower departments to upper department staff: In "Owner Functions" → "Business rules" → "Folder view scope", turn on "Allow viewing Folders for Groups below the user's own Group"
• Hide SOPs from upper departments from lower department staff: In the same section, turn on "Do not show SOPs from Folders filtered by upper Groups to users in lower Groups"
• Show according to your organizational chart: Turn on both of the above. See Divide SOP visibility by departmental hierarchy for instructions
• Show to members of a cross-departmental project: Create a Group like "Improvement Project", assign members to it, and filter the Folder by that Group. One person can belong to multiple Groups
• Show to specific individuals: Add that person to the Group for which the Folder is filtered

It's easier to manage if you first create Groups according to your current organizational hierarchy, then add cross-departmental Groups as needed.

Let's Configure Groups

1. Click the people icon in the sidebar (User management).

2. Click "Group management".

3. Click "+ Create first group".

4. Enter the group name and click "Add".

5. Your Group has been configured! (In this example, we created a "Manufacturing Department" Group.) Next, to define the hierarchy, create subgroups. Hover over the Group you created and click the "..." on the right.

6. Click "Add subgroup".

7. Enter the group name and click "Add".

8. The subgroup has been created and the hierarchy is defined! (In this example, Manufacturing Department → Manufacturing Team 2)

Finally, click "Save".

9. Group configuration is complete!

Add Users as Group Members

1. Now let's add existing users to Groups. Click the Group you want to add members to (in this example, Manufacturing Team 2). The right side of the screen will change to show information for Manufacturing Team 2. Currently there are no members.
   
2. Click "Add member".
   
3. Click "Select users to add", select the desired user(s), and click "Add".
   
   
   

4. The user has been added as a Group member!

   

Add New Users

Add users to set up your usage environment. There are two methods to add users: "Invite by email" and "Issue email-free account". For registering many users at once, you can also use batch import via Excel.

Detailed instructions for adding users (email invitation, email-free account issuance, and Excel batch import) are provided in the following article.

• Add users (email invitation, email-free account issuance)

After adding users, assign them to each Group using the same method as "Add Users as Group Members" above.

Configure Approval Workflow

Finally, configure the Approval workflow as needed. When an Approval workflow is configured, the designated approver's approval is required when publishing or revising SOPs.

You can prepare multiple Approval workflows: Company-wide workflows that everyone on the Team can select, and Group-specific workflows that only members of that Group can select. Configuration is done via "Approval workflow" in the target bar at the top of this screen (User management), selecting either "Company-wide (team)" or the desired Group. Even Teams without Groups can use Company-wide Approval workflows.

For detailed configuration instructions, see Approval workflow.

Great job! You've completed Group configuration.

If your Dive usage expands or your company's organizational structure changes, come back and review these settings again. The next step is the last one.

Next Step >Step 6: Grow Your SOPs with On-site Feedback