> ## Documentation Index > Fetch the complete documentation index at: https://docs.ravenna.ai/llms.txt > Use this file to discover all available pages before exploring further. # 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. *** ## Understanding user groups User groups provide flexible ways to organize your organization members for collaboration, access control, and workflow management. 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. 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. *** ## Create user groups Go to **Members** in your workspace sidebar navigation, then click the **Groups** tab. Click **+ Group** to open the group creation dialog. Provide a **Name** for your user group (required) and add an optional **Description** to clarify the group's purpose. Click **Save** to create the user group. User group names must be unique within your organization. You can edit the name and description later. *** ## 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. Go to **Members** → **Groups** in your workspace, then click the group you want to edit to open its details page. 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. 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. *** ## Synced groups Sync groups automatically from identity providers to maintain consistent group membership across your organization and Ravenna. ### How group syncing works 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. 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. 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. Synced groups show their source integration, making it clear which groups are managed externally versus manually in Ravenna. ### Supported identity providers 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](/integrations/google-workspace/overview) }> 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](/integrations/okta/overview) 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](/integrations/slack/setup) 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](/integrations/microsoft-entra/overview) instead. See the [Microsoft Teams integration overview](/integrations/microsoft-teams/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) *** ## Using groups User groups enable consistent access management and collaboration across your organization. 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](/documentation/manage-access/applications#access-levels) 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. 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. 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 customer portal, Slack, and ticket creation flows. Learn more about [form audience settings](/documentation/tickets/forms/overview#audience-settings) ## Mental model User groups are collections of organization members. They serve as reusable references for access control, workflow assignments, and form fields. Groups can be created manually or synced automatically from identity providers (Okta, Google Workspace, Slack). Groups are organization-scoped. A group exists at the organization level. However, which groups appear in form fields depends on the workspace. Manually created groups only appear in workspaces they are assigned to. Groups synced from identity providers (Okta, Google Workspace, Slack) appear in all workspaces. *** ## Manual vs synced groups | Aspect | Manual groups | Synced groups | | --------------------------------- | -------------------------- | ------------------------------------------------- | | **Source** | Created in Ravenna | Imported from IdP (Okta, Google Workspace, Slack) | | **Membership management** | Edited directly in Ravenna | Managed in the IdP, synced to Ravenna | | **Membership editing in Ravenna** | Yes | No (read-only in Ravenna) | | **Sync behavior** | N/A | Automatic membership updates from IdP | | **Source indicator** | None | Shows source integration | Both types can be used identically in access levels, workflows, forms, and custom fields. *** ## Groups in the platform **Access level mapping**: Groups map to access levels on applications. When a user is granted access at a specific level, they can be added to the corresponding IdP group via workflow actions, enabling automated provisioning. **Workflow approvers**: Assign a group as the approver pool for workflow approval steps. Any member of the group can approve. **Ticket approval rounds**: Select user groups when creating approval rounds on tickets. Groups are immediately expanded into individual users server-side when saved, unlike approval templates which persist group IDs. This maintains the existing approval round behavior where only concrete users are stored as approvers. **Form fields**: The "User group select" custom field type lets requesters select a group when creating a ticket. Admins can configure an **allowlist** on the field to restrict which groups appear as options, and optionally filter groups by **source** (e.g., only Okta groups or only Ravenna-native groups). These constraints are enforced in both the form UI and the agent tool when the agent resolves groups conversationally. **Form audience access control**: Groups can define form audiences. When a form's audience type is set to "Specific" (User Groups), only members of the selected groups can see and submit that form. This filtering is server-side and applies to the customer portal, Slack form selection, and ticket creation flows. **Agent rules**: Groups can be referenced in agent rules when the agent needs to identify team membership or route requests. The Group Lookup tool respects workspace visibility, allowlist, and source constraints configured on form fields. *** ## Constraints and gotchas * Group names must be unique within the organization. * Synced group membership cannot be edited in Ravenna. Changes must be made in the source identity provider. * Groups are organization-scoped, but their visibility in user group select fields is workspace-aware. Manually created groups only appear in workspaces they are assigned to, while synced groups are visible across all workspaces. * Synced groups appear alongside manual groups in the UI with a source indicator. * Multiple identity providers can sync groups simultaneously. Okta groups, Google Workspace groups, and Slack user groups can all coexist. * Deleting a group that is referenced in access levels, workflows, or forms may break those references. * When duplicating a request type across workspaces, any allowlist and source filter configured on user group select fields are stripped because group IDs may differ between workspaces.