Easily Assign and Share to a User Group

This guide walks you through using the Assign and Share to a User Group feature that allows you to assign a project to a specific user and automatically share it with a group of users based on shared tags. This feature must be turned on by SiteCapture. 

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👤 Tagging Users in User Management

Once the feature is enabled:

1. Go to the User Management section.
2. For each user you want to include in a group: Add one or multiple tags (comma-separated) in the tag field. Example: For a user who should belong to both Arizona and California teams, enter:
   AZ1,CA1
3. These tags will now be used to group users for assignment purposes.

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📂 Assigning Projects to Users with Tags

1. Navigate to any Project Page.
2. Click the Assign dropdown to view the user list.
3. Each user in the dropdown will display their assigned tags next to their name.

         Example: Jane Doe (AZ1, CA1)

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📋 Share with Tagged Groups

When selecting a user for assignment:

1. In the Assign Modal, if the user has one or more tags: A section will appear at the bottom with the prompt: “Share with all users tagged”
2. You’ll see one checkbox for each tag the selected user has.
3. Check the tags you want to use for sharing the project.

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🗑 Remove Previous Users (Optional)

If the project is already shared with other users:

• An additional checkbox will appear:
  • “Remove all previous shares”
• Check the box if you want to clear all prior user assignments and only keep the newly tagged group and click "Apply". 

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✅ Applying the Assignment

1. Once you've selected the user, tags, and optional removal:
2. Click Apply.
3. The following will happen:

• The selected user is assigned to the project.
• The project is shared with all other users who have the checked tags.
• All previous users will be removed from the project if the “Remove all previous users” option was selected.

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📝 Example Scenario

Let’s say:

• You assign a project to John who has tags: AZ1, CA1.
• You check the boxes for AZ1 and CA1.
• You check the box for Remove all previous users.

After clicking Apply:

• The project is assigned to John.
• The project is also shared with all users who have the AZ1 or CA1 tag.
• Any users previously assigned are removed from the project.

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💡 Tips

• Use consistent tag names across users for easy group sharing.
• Avoid redundant tags (e.g., AZ1, az1, Az1) — tagging is case-sensitive.
• You can update user tags at any time in User Management.

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