Sharing Groups

Sharing Groups can be used by larger organizations to simplify and improve knowledge sharing and collaboration across teams and expand the context of information Semblian has access to for a given user. This feature is available exclusively for the Enterprise plan.

Sharing Groups allows workspace admins to organize users into user groups. Once configured, admins can define “auto-sharing” rules that automatically share users' meetings within a given group with other users or groups. Once auto-shared, the list of users with whom the meeting was shared will appear in the “Share” interface for that meeting.

Admins can label a group as “Private”, which will prevent any meetings of users in that group from being auto-shared. Additionally, individual meetings can be toggled as “Do not auto-share” to prevent auto-sharing of those meetings (and leave it accessible only to the participants on the call). The toggle is only displayed on meetings that are subject to auto-sharing.

Admins can mark a Sharing Group as Private. When a group is private: All meetings created by users in that group remain private. They will not be auto-shared with any other groups, even if rules exist. Private settings override all other auto-sharing rules.

What Are Sharing Groups?

Sharing Groups allow an admin to create groups of users and define auto-sharing rules between them.
For example:

• A group called New Features (developers working on new releases)

• A group called the Sales Team

Using Sharing Groups, an admin can create a rule that all new meetings from “New Features” are automatically shared with “Sales Team.”

With Sharing Groups, admins can: Create multiple flexible groups Define which group’s meetings should be shared with another Automatically share all new meetings Control privacy through private groups Ensure consistency across the organization

This ensures that the right people stay informed without any manual steps.

This feature creates a unified, top-down approach to managing meeting visibility, ensuring teams stay informed without any manual work.

How to Create a Sharing Group

Here are the steps to create a Sharing Group:

1. Go to Settings:
   
2. In the Workspace tab, select the Sharing Groups section:
   
3. Click on Create Group:
   
4. A pop-up opens, where you can name the group, add members to it and make it Private if needed. To add members to a group, just click on any user from the All members list on the left, and they will be moved to the Group members list on the right.
   
5. A small pop-up in the lower-left corner of your screen indicates a successful group creation and a group will appear in the list.
   
   
   

6. The next step is to set up the Auto-sharing rules. Choose which member or group meetings you want to auto-share with other users/groups. For example, you have a member who needs to share customer interview meetings with the Sales team. You simply choose the appropriate user and choose who their meetings will be shared with. After you are done with your selection, please press the Save button.

   
   

7. All new completed meetings in the Meetings list that fit the auto-sharing rules will have a small blue icon on the right side of them. When hovering over the icon, you will see who the meeting will be auto-shared with.

How to Edit the Group

1. Go to Settings, then in the Workspace tab, press on Sharing groups.
2. In your Group list, select the group you need to edit, then press the pencil icon to the right of the group.
   
3. You can change the name of the group, remove or add members, make it private or remove the Private status.
   

Controlling Your Meeting Privacy

Users in a Sharing Group can choose to disable sharing for their own individual meetings:

1. On the meeting list, toggle the No auto-share button ON if you do not wish to share the meeting.
   

2. Keep the toggle OFF if you want to share the meeting.
   

This toggle only affects auto-sharing via Sharing Groups. It does not override other sharing types (e.g., Manager Sharing).

How to Delete a Group

1. Choose a group from the list that you want removed. Press on the pencil icon to the right of it.
2. In the Edit Group pop-up, press the Delete Group button in the lower left corner.
3. You will be asked if you are sure you want to proceed with the deletion.
   
4. After you press the Delete button, the Group will be removed, along with the Auto-sharing rules that were set up with it.

How to Delete an Auto-sharing rule:

1. Choose which rule you want to remove.
2. Press on the trash icon to the right of it.
   
3. You will see a pop-up tab asking if you are sure you want to permanently remove the rule. After you press the Yes button, the rule will be removed.