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

1. Understand how groups work
2. Create groups (aligned with your organizational hierarchy)
3. Add users and assign them to groups
4. Configure approval workflows

What are Groups?

Groups are organizational units (departments, teams, projects, etc.). Depending on which group a user belongs to, three things are determined:

• Which Folder (SOP) they can access
• Which approval workflow is used when publishing an SOP
• The unit for managing the Skill Map (skill details and level definitions)

In this step, you will set up groups that align with your organizational or project structure.

Difference between Teams and Groups

A Team is a contract unit and represents your company as a whole (there is only one per Dive instance). Groups are how you organize users within that team by department, team, project, and so on.

Think of it this way: Team = Company, Groups = Departments or Teams within it. Groups can be hierarchical (e.g., Manufacturing Department → Manufacturing Section 2), and a single user can belong to multiple groups.

Access Restrictions and Groups

In folder access restrictions, you specify which groups are allowed access. Users belonging to the specified group and any groups beneath it (lower hierarchical levels) can access the folder.

In other words, if you specify a higher-level group, all groups below it are included. If you specify a lower-level group, only that specific group has access.

Example 1) When access restriction is set to "Manufacturing Department," users in Manufacturing Section 2 (a subgroup of Manufacturing Department) can access the folder.

Example 2) When access restriction is set to "Manufacturing Section 2," users in Manufacturing Section 1 (even though they are in the same Manufacturing Department) cannot access it, because they do not belong to Manufacturing Section 2.

Also, a user account can belong to multiple groups.

Example 3) An "Improvement Group" is established as a cross-organizational project. Although the users in this group may differ, folder access can be managed separately.

Based on the above,

1. First, define groups based on your current organizational hierarchy

2. If you have cross-organizational groups, define them as well

This approach works well.

Let's Try Configuring Groups

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

2. Click [Group management].

3. Click [+ Create first group].

4. Enter the group name and click [Add].

5. The group has been configured! (In this example, the "Manufacturing Department" group has been created.)
Next, to define the hierarchy, you will create subgroups. Hover over the group you created and click the [...] button that appears on the right.

6. Click [Add subgroup].

7. Enter the group name and click [Add].

8. The subgroup has been created and you can now define the hierarchy! (In this example, Manufacturing Department → Manufacturing Section 2.)
Finally, click [Save].

9. Group creation is complete!

Let's Add Users to Groups as Members

1. Now let's add existing users to a group. Click the group you want to add users to (in this example, Manufacturing Section 2). The screen on the right will change to show information about Manufacturing Section 2. Currently, there are no members.
   
2. Click [Add member].
   
3. Click [Select users to add], select the target user(s), and then click [Add].
   
   
   

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

   

Add New Users

Add team members as users to set up your working environment. There are two ways to add users: "Invite by email" and "Issue email-free account." For registering multiple users at once, you can also use bulk import via Excel.

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

• Add User (Email Invitation / Email-free Account)

Once you have added users, assign them to each group following the same procedure as described above under "Let's Add Users to Groups as Members."

Configure Approval Workflows

Finally, configure approval workflows as needed. When you configure an approval workflow, approval from a designated approver is required when publishing or revising an SOP.

Approval workflows can be either Company-wide (available to all team members) or Group-specific approval workflows (available only to members of that group). You can create multiple workflows for different purposes. Configure them by selecting "Company-wide (team)" or a specific group in the target filter at the top of this screen (User management), then clicking [Approval workflow]. Teams without groups can still use company-wide approval workflows.

For detailed configuration instructions, see Approval workflow.

Great work! Group configuration is now complete!

If your usage of Dive expands or your company's organizational structure changes, feel free to revisit and reconfigure your groups. This is the next-to-last step.

Next Step > Step 6: Grow Your SOPs Through Front-Line Feedback