User and group access

User and group access

Select the User and group access tab to manage sharing with users and groups.

Manage sharing based on users  

  • This section shows an overview of all the users in the organization with details such as which workspaces, datasets and ruleset templates are shared with them and their roles and status.
  • You can remove users in bulk which will remove their access to workspaces, datasets and ruleset templates.
  • You can enable or disable a user's access using the toggle switch under Status. This differs from deleting users in that it retains the share configuration (which access role they have to each workspace, dataset and ruleset template). This can be used as a temporary way to remove certain users and then reinstate them with the same workspace access they had before. 

  • Click the Add Users option and choose the workspace you want them to initially have access to.
  • Enter the users mail id and choose if you want to notify them with an invite mail.
  • Click Share
  • View the entity and roles associated with each user from the drop down in the Shared items section.

  • You can change the user's role from the Users section in the Users and groups page or from your workspace later.      

1. You will need to create a workspace first to add users to your organization.
2. You can also add comma separated email ids to add multiple users.



 Manage sharing based on groups  

 This section shows an overview of all the groups including details such as the workspaces, datasets, ruleset templates shared with certain groups, their role in the workspaces, datasets, ruleset templates, and their status.

  • Choose the Groups option for Manage sharing based on.

  • Click the  icon to manage users in an existing group. 


  • Remove users from the list using the  remove option.


  • Add users using the +Add more users option.

Org groups cannot be altered in Zoho DataPrep. Use Zoho Accounts to modify org groups.  

  • Click the Create a group button to create a new group.

  • Enter a group name under New group name textbox.

  • Choose users for the group from the Select users field. 


  • You can activate, deactivate, or remove multiple groups simultaneously.  

  • You can also click the edit icon next to a group to change its name. 

    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now

              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                  Zoho SalesIQ Resources

                      Zoho TeamInbox Resources

                                Zoho DataPrep Resources

                                  Zoho DataPrep Demo

                                  Get a personalized demo or POC

                                  REGISTER NOW

                                    Design. Discuss. Deliver.

                                    Create visually engaging stories with Zoho Show.

                                    Get Started Now

                                                          • Related Articles

                                                          • User roles and permissions in Zoho DataPrep

                                                            Zoho DataPrep has roles for users based on their entity permissions. In other words, the user roles in DataPrep is based on the user's access to each entity. There are two other roles—Account admin and Organization admin—that are not entity-based. ...
                                                          • Share your datasets

                                                            You can share your datasets with other users and groups in multiple ways.  Click the Share menu from the topbar of the Operations page to start sharing your datasets.   Alternatively, you can click the share icon from the Datasets tab on hovering ...
                                                          • Entities in Zoho DataPrep

                                                            The following entities are available as part of Zoho DataPrep. Organization Workspace  Datasets Ruleset Template User groups Saved data connections DataPrep - Organization An Organization is set up by the Account admin for your organization in ...
                                                          • Share your worskpace

                                                            You can share your workspace with your colleagues and user groups in two ways. Click the share icon located on the workspace's tile under My workspaces tab in your home page. You can also share a workspace from the Workspace details page. Click on ...
                                                          • Zoho DataPrep's Home page

                                                            The home page gives you a brief overview of the workspaces you own, where they are located, and the workspaces that are shared with you. From Zoho DataPrep's home page, you can manage your Zoho DataPrep account, create and manage workspaces. The ...



                                                          Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                          Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                          Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                          CRM Tips

                                                          Make the most of Zoho CRM with these useful tips.

                                                            Zoho Show Resources