How to enable User Groups to get more granular access and security for individual Records
User Groups give you the ability to provide more detailed access to particular Records in your Application, similar to how Permission Sets allow you to restrict access on Steps. User Group access will allow you to "tag" specific users or User Groups (pre-defined groups of users) to a Record and restrict access to only those users and User Groups tagged.
In order for User Groups to be enabled, they must first be activated for a Workflow. Below is a quick guide to get started.
Set-up User Groups for the Workflow
Activate User Groups by double-clicking the background of a Workflow or right-clicking and selecting Edit Workflow. This will take you to the Workflow modal. On the Access tab, check the Restrict Access with User Groups box.
Once this is selected, a new checkbox - Require User Groups - will appear. This will automatically be checked. We recommend keeping Require User Groups on since Records without User Groups assigned will not be visible to anyone once User Groups are enforced. The Require User Groups feature prevents this from happening. You will also be able to define a "Default" User Group - this User Group will be automatically added to any new Record created in the Workflow.
Once User Groups have been enabled for a Workflow, you will now be able to restrict and control access to Individual Records within this Workflow.
One very important thing to note is that if you already have Records created in a Workflow, you will need to make sure to "tag" the users that you want to have access to those Records before you turn on the User Group Access. If you do not add the appropriate users, they will no longer be able to access their Records.
Create or Modify User Groups
On the Build > Access page, navigate to the Groups tab at the top.
Click + Add Group to create a new User Group for each type of group you would like to setup. In the modal, name the group in the Title field.
Add Group Users that you would like to be a part of that User Group, and lastly click Save Group.
Link Groups to Each Individual Record
When creating a new Record in that Workflow, you can select which Groups you would like to grant access to this specific Record. There is not a way to map a custom Field to User Group access at the moment.
To add a User Group to a Record the Record must be checked out to you or have the Admin > All Entitlement. Then click on the People icon in the upper right corner of your Record Page. Once there, search for the User Group and add it.
Important Note: If a User is not added/tagged to the Record, they will not be able to View or Edit that particular piece of work even if they have access to that Step via a User Role! Because of this, it can be easy at times to unintentionally restrict access to information to either yourself of other users.