Groups

Create user groups manually in Ravenna or sync them from identity providers like Okta and Google Workspace to manage access and assignments.

User groups organize workspace members into collections for easier collaboration and management. Create groups manually or sync them automatically from identity providers like Google Workspace to coordinate work and manage access within your workspaces.

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Understanding user groups

User groups provide flexible ways to organize your organization members for collaboration, access control, and workflow management.

Manual groups

Create and manage groups directly in Ravenna. Add any organization member to a group regardless of their workspace membership. Use manual groups for project teams, departments, or any custom organizational structure.

Synced groups

Automatically sync groups from identity providers like Google Workspace. Synced groups maintain their membership from the external system, keeping your Ravenna groups up to date with your organization’s identity provider. Synced groups appear alongside manual groups in the Groups UI.

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Create user groups

1. Navigate to groups

   Go to Members in your workspace sidebar navigation, then click the Groups tab.

2. Create new group

   Click + Group to open the group creation dialog.

3. Enter group details

   Provide a Name for your user group (required) and add an optional Description to clarify the group’s purpose.

4. Save group

   Click Save to create the user group.

User group names must be unique within your organization. You can edit the name and description later.

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Edit a group

Edit a group’s name, description, and membership directly on the group details page. Changes save automatically when you confirm each field, so you do not need to open a separate edit dialog.

1. Open the group

   Go to Members → Groups in your workspace, then click the group you want to edit to open its details page.

2. Update the name or description

   Click the Name or Description field to edit it inline. Press Enter or click outside the field to save, or press Escape to discard your changes.

3. Update members

   Add or remove members from the Members section. You can add users from across your organization, not just workspace members. Membership changes save automatically.

Synced groups are read-only in Ravenna. To change a synced group’s name or membership, update it in the source identity provider.

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Synced groups

Sync groups automatically from identity providers to maintain consistent group membership across your organization and Ravenna.

How group syncing works

Automatic synchronization

When you connect an identity provider integration like Google Workspace, Ravenna automatically syncs groups from the external system. Groups are created in Ravenna with matching names and membership is kept in sync.

Membership updates

Group membership is synchronized from the identity provider. When users are added or removed from groups in your identity provider, those changes automatically reflect in Ravenna.

Unified group view

Synced groups appear alongside manually created groups in the Groups UI. You can use synced groups for access control, workflow assignments, and collaboration just like manual groups.

Source indication

Synced groups show their source integration, making it clear which groups are managed externally versus manually in Ravenna.

Supported identity providers

Google Workspace

Sync Google Workspace groups automatically when you connect the Google Workspace integration. All groups from your Google Workspace organization are synced and kept up to date.

Learn how to set up Google Workspace integration

Okta

Sync Okta groups automatically when you connect the Okta integration. All groups from your Okta organization are synced and kept up to date.

Learn how to set up Okta integration

Slack

Sync Slack user groups automatically when you connect the Slack integration. User groups are synced during the initial OAuth authentication and kept up to date.

Learn how to set up Slack integration

Microsoft Teams

Group sync from Microsoft Teams is not yet supported in the current beta. To sync Entra ID security and Microsoft 365 groups, use the Microsoft Entra ID integration instead. See the Microsoft Teams integration overview for beta scope.

Managing synced groups

Synced group membership is managed in your identity provider. Changes made there automatically sync to Ravenna. You cannot manually edit membership for synced groups in Ravenna.

What you can do with synced groups:

• Use them in access levels for automated provisioning
• Assign them as approvers in workflows and ticket approval rounds
• Reference them in custom fields and forms
• View their membership in Ravenna

What gets synced:

• Group name
• Group membership (users in the group)
• Membership changes (additions and removals)

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Using groups

User groups enable consistent access management and collaboration across your organization.

Access level mapping

Map groups to access levels in applications for automated provisioning. When users gain access to an application at a specific level, they’re automatically added to the corresponding group in your identity provider.

Learn about application access levels

Workflow and ticket approval assignments

Use groups as approvers in workflows and ticket approval rounds. Assign approval tasks to entire groups instead of individual users, enabling flexible approval processes. When user groups are selected as approvers for ticket approval rounds, they are automatically expanded into individual users server-side when saved.

Custom fields

Reference groups in custom fields like user group select fields on forms and tickets. You can configure an allowlist on user group select fields to restrict which groups appear as options.

Form audience access control

Use groups to control who can see and submit specific forms. When a form’s audience is set to “User Groups”, only members of the selected groups can access that form in the Portal, Slack, and ticket creation flows.

Learn more about form audience settings