Group Administrators
Files.com supports delegated administration through the Group Admin role. A Group Admin is a group member who can manage the other members of their group. Delegating this work means a Site Administrator or a Workspace Administrator does not have to handle every onboarding, password reset, or offboarding.
Site Administrators and Workspace Administrators designate Group Admins. Only Site Administrators decide which user-management actions Group Admins can perform, and these settings apply site-wide to all Group Admins. Each Group Admin acts only on users whose Primary Group matches their own group.
Group Admin Capabilities
The available actions cover creating users, deleting users, editing users, enabling or disabling users, setting a user's password directly during creation or editing, resetting passwords, and preventing individual users from being disabled or deleted by User Lifecycle Rules. A Group Admin can only manage users whose Primary Group is their own group.
Creating Users by Group Admin
Group Admins with create capability can add new users within their groups. During user creation, they configure standard user attributes, including folder permissions, FTP/SFTP Client Root Folder, FTP/SFTP Client Default Home Folder, and an access expiration date.
When a Group Admin creates a new user, the user's Primary Group automatically becomes the Group Admin's group at the moment of creation.
Editing Users by Group Admin
Editing lets a Group Admin change a user's folder permissions, FTP/SFTP Client Root Folder, FTP/SFTP Client Default Home Folder, and profile attributes including Full Name, Email, Company, Notes, Tags, and Avatar.
Resetting Passwords by Group Admin
A Group Admin can reset a password only for users who have already set one. The reset option does not appear for users who sign in through SSO or who have not yet completed account signup, since they have no password to reset.
If a Site Administrator restricts manual user management when SSO is configured, Group Admins cannot manage those users in Files.com at all.
Resending Welcome Emails
When a Group Admin creates a user without setting a password directly, the user receives a welcome email to create their own account. The Resend welcome email option lets the Group Admin send this email again if the user misses the original, and appears only until the user has created their account.
Bypassing User Lifecycle Rules by Group Admin
User Lifecycle Rules can disable or delete accounts after a period of inactivity. The bypass capability lets a Group Admin mark individual users as exempt from this automatic disabling by setting the Prevent this user from being disabled due to inactivity flag on a user.
Grant this capability only when Group Admins need to override your User Lifecycle Rules for specific users, like service accounts or long-running integrations within the group.
Designating Group Admins
Site Administrators designate any group member as a Group Admin from the user's group membership, and Workspace Administrators do the same for groups inside their Workspace.
A group can have more than one Group Admin, and a user can be a Group Admin in more than one group, acting on each group's members separately. Removing the Group Admin role from a user does not affect the users they previously created.
Primary Group
Each user has at most one Primary Group, even if they belong to additional groups. A Group Admin can manage a user only if the user's Primary Group is one of the groups they manage.
The Primary Group for new users created by a Group Admin is automatically set to the Group Admin's group. Site Administrators and Workspace Administrators can view and change the Primary Group on any user, regardless of who created the user.
Users Without a Primary Group
Not every user has a Primary Group set. Users created by a Workspace Administrator or Site Administrator are not automatically assigned one, and existing users in the site may also lack a Primary Group.
A user without a Primary Group falls outside any Group Admin's scope, regardless of which capabilities a Site Administrator has granted. To bring such users under Group Admin management, a Site Administrator or Workspace Administrator must assign each user the appropriate Primary Group.