Creating a group

What you'll learn#

• What groups are used for in VAT Portal
• How to create a group with multi-language names
• What to do after the group is created to make it actually useful

What groups are for#

A group in VAT Portal is a named list of users — a roster, not a permission scope. Groups exist primarily to route workflow tasks to several people at once without picking one specific assignee.

For example, a workflow task might be assigned to the "Finance" group. When the task activates, anyone in that group sees it in their My Tasks list. Whoever claims it first acts on it — so the task doesn't depend on a specific individual being available.

Groups are not about access levels. Putting a user in a group doesn't give them any new permissions. If they need permission to perform a task that's routed through a group, that permission still has to come from their role or per-resource access entries.

Opening the Groups page#

Settings → Groups in the sidebar. The page shows every group in your company with the search box at the top and a Create button top-right.

Step-by-step#

1. Click Create on the Groups page.
2. The Create Group dialog opens with three fields:
   • Name (AZ) — the group's name in Azerbaijani.
   • Name (EN) — the group's name in English.
   • Name (RU) — the group's name in Russian.
3. Enter the name in at least one language. You don't have to fill all three — empty languages fall back to whichever is available.
4. Click Save.

The group appears in the list immediately.

Why three languages?#

VAT Portal supports an Azerbaijani, English, and Russian interface (see Language and theme). Groups have localized names so a user in an English-language session sees "Finance" while a Russian-speaking colleague in the same company sees "Финансы" for the same underlying group.

If a language version of the name is missing, the UI falls back to whichever is available. So leaving out AZ or RU on a group is fine if your team is English-dominant — but keep it in mind if other language users will see the group.

After you create a group#

The group exists but has no members yet. Next steps:

1. Add users to the group. On the Groups page, click the group's row actions and choose Manage Users to pick which users belong. See Managing group members.
2. Reference the group in workflows. When you configure a workflow task (see Creating approval workflows), pick Group as the assignee type and select this group. From then on, every instance of that task routes to the group's members.

A group with no members is valid — it just won't route any tasks. Expect a short gap between creating the group and first using it in a workflow, during which you add members.

Common questions#