Creating FileHold groups

A FileHold Group a collection of users that share specific membership and permissions for the purposes of providing an appropriate level of access to the system and its functionality.

Groups are created by the System Administrator. It is highly recommended that the Library Administrator help with the planning of FileHold groups since access to the documents via the groups is set by the Library Administrator and not the System Administrator.

Groups are assigned a role from the set list of user roles in FileHold. In many organizations, groups are associated by department or function within the organization. These groups typically have entire cabinets in the Library for their documents.

Groups can be restricted from performing certain functions such as emailing and initiating a Courier process. Groups with document publisher or lower roles assigned to them can have the ability to print, email, view or download documents disabled.

To create a FileHold group

  1. In the Web Client, go to Administration > User Management  > Groups.

  • Alternatively, log into FDA and go to Administration > User Management > FileHold Groups.

The list of FileHold groups that come standard with the product are shown. It is recommended that you create your own groups that are meaningful to your organization, such as Accounting Group, Engineering Group, HR Group, and so on. The standard FileHold groups can be deleted once your own groups are created.

  1. Click  and enter the following information:



Group Name

Enter a name for the group.


Enter a description for the group, if needed.


Select a role from the list. See User Roles and Accessing the Library for descriptions.


Enter any additional information about the group, if needed.

FileHold Group Members

If you have a lot of members in the group, select Display all members on one page check box to display all the members on a single page otherwise, page numbers with members are displayed.

If you purchased the Active Directory integration module, you are able to select the Active Directory security group name from the list. In order to see Active Directory security groups, they first must be added as a user.

Click Add Members to add users to the group. See Adding Users to Groups for more information.


  • Select the Disable ad hoc searches check box to prevent users from performing any type of ad-hoc search in FileHold. The only kind of searches that a user can perform are public saved searches. An administrator needs to configure these for groups that have ad-hoc searches disabled. This option is available for Senior library administration and lower roles.
  • Select the Disable emailing documents check box if users are not able to email documents from FileHold.
  • Select the Disable sending to Courier check box to prevent users from initiating a Courier process on documents. This option is enabled by default when a group is created. This option is not available for limited and read-only groups.
  • For document publisher and lower role groups, select the Disable download (open, local copy) and/or Disable printing functions in order to prevent them from getting a copy or printing documents. If the limited or read only user has been assigned a viewer license, the download and print functionality is also disabled in the viewer.
  • For document publisher and lower role groups, select the Disable viewing to prevent users to view documents in the FileHold viewer.

If a user belongs to more than one group, their effective restrictions are those of the least restrictive group.

  1. Click . The Group is added to the list.

To filter the group list

  1. Select the Role check box and select a role from the drop down list. 
  2. Click . The number of results are shown below. The number of rows that are displayed in the report view can be adjusted to show 15, 30, or 60 rows at a time. Click on the column to sort in ascending or descending order.
  3. Click  to export to a CSV file.

Filter groups