Groups (or Roles)

Article Number:020179

A group (or role) is a collection of users categorized by their job titles and job roles, not by the departments they belong to.
For example, you can create groups (or roles) such as "Sales Managers" and "Recruitment Team A" based on their activities.

By default, the following two groups are created automatically. They cannot be deleted.

Group (or Role) Automatically Created by the System
Everyone A group indicating all users of Kintone.
Administrators A group indicating Kintone Users & System Administrators.
Checking the User Assigned as a Kintone Users & System Administrators

Usage

Groups (or roles) can be used when setting access permissions or configuring recipients of comments and notifications.
Using groups (or roles) in addition to departments enables you to use the service more flexibly and granularly.

Use case: Setting access permissions

App settings page

Use case: For comments

Comment field

Use case: For notification recipients

App settings page

Types of Groups (or Roles)

There are two types.
You cannot change the type after it is configured. Decide which type you will use before configuring it.

Static Group

The members of a static group are managed manually.
If any member in the group needs to be changed, it should be changed by the administrators.
Therefore, it is recommended to configure static groups for the groups whose members are not changed frequently.

Dynamic Group

The dynamic groups automatically update their members based on the configured conditions.
For example, if you create a dynamic group called "Sales Managers", specify the "Sales" department and the "Manager" role as conditions. The users that satisfy these conditions are configured as members of the group.
It is recommended to configure dynamic groups for the groups whose members are frequently changed.

Maximum Number of Members

The maximum number of users you can add to a group from the screen is 10,000.
To add more than 10,000 users to a group, you can use a CSV file to add the users in bulk.
Creating and Editing User Groups or Roles Membership in Bulk

The "Administrators" group can have up to 1,000 member users.

Notes on Groups (or Roles)

Group (or Role) Name Used by the System

Groups with the following names cannot be created as they are used by the system.

  • CommandLine
  • LoginUser
    It is a group shown as "Login user" on the screen.
    It can be used to configure access permissions, filters, and notifications.
Example of filter setting using "LoginUser"

Users can use "Login user" when they want to filter the data made by themselves.
Example of using LoginUser