⚠️ Behavior When Disabling Group Management Without Clearing Existing Group Assignments

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Summary

This article highlights an important behavior related to the Group Management feature. Disabling this feature without clearing existing group assignments can lead to unexpected user access issues. This article explains the issue, outlines expected behavior, and recommends best practices to avoid confusion or support incidents.

The Issue

When Group Management is turned off in your environment, but users are still assigned to one or more groups (assigned while the feature was previously enabled), those users may encounter the following problems:

They will only see instances associated with the group(s) they were originally permissioned for — despite Group Management now being disabled.
If those group(s) have no associated instances, the user will see no instances at all.
Even if the user creates new instances, those instances will not be visible to them after creation, leading to confusion and access issues.

Example Scenario

A user was added to a group while Group Management was enabled.
Later, Group Management was disabled without removing that user’s group assignments.
As a result, the user:

Could not view any existing instances.

Could create new instances but could not see them immediately after creation.

This caused significant confusion until it was discovered that the user's group membership was still active behind the scenes, and Group Management being turned off did not clear or reset that access.

Why This Happens

Group permissions continue to apply in the background unless they are explicitly cleared, even if Group Management is disabled at the system level.

Recommendations

To prevent this issue in the future:

✅ Before Disabling Group Management:

Clear all existing group assignments for users.
Confirm that no users are actively assigned to groups in the current setup.

✅ As Part of Onboarding & Training:

Educate admins and relevant team members about the relationship between Group Management and user visibility.
Document this behavior as part of your internal processes.

✅ Knowledge Base Inclusion:

This scenario should be added to the Knowledge Base to inform users and reduce support tickets.
Consider adding it to the training checklist for team members who handle access controls or system configuration.

Still Need Help?

If you need assistance, please open a support ticket.

Tips:

Regularly save your work and verify changes before refreshing or navigating away from the page.
Document any recurring issues with screenshots and detailed descriptions to assist technical support.

For further assistance, contact the K1x Support Team by clicking on the "Get Help" button on our apps or in our Help Center.

Circular 230 Disclosure

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