Manage groups

Data Access treats groups from most data sources as read-only.Microsoft Entra ID and Okta are the exception. You can enable group editing for these two data sources to allow Data Access to push any changes that you make to a group back to the underlying data source.

Edit a group

You can edit the name, description, and membership of a Microsoft Entra ID or Okta group in Data Access.

Prerequisites

  • The Enable Group Editing option is enabled in the data source configuration.
  • You are the group owner, or you have a global role with the Data Access > Manage All Access global permission, for example, the Data Access Manager global role.

Steps

  1. On the Data Access landing page, in the left pane, click RESOURCES > Groups, and then click the group name.
  2. On the group page, click Edit.
  3. If needed, edit the name and description.
    Note Data Access uses the group's technical name to name the corresponding group in the data source. By default, the technical name matches the display name and updates automatically if you edit the display name. To set a different technical name, use the Advanced option. However, note that once you customize the technical name, it no longer updates when you edit the display name. Any further edits to the Name field only changes the display name in Collibra. To then rename the group in the data source, you must edit the technical name directly. This option applies only to data sources that use named entities to represent groups.
  4. To add members to the group:
    1. In the Members section, click Add.
    2. In the Which data sources do you want to add members from dialog box, select the data sources, and then click Continue.
    3. In the What do you want to add dialog box, select one of the following options, and then click Continue.
      OptionDescription
      IdentitiesAdds the identities that you specify to the group.
      GroupsAdds the identities within the groups that you specify to the group.
      Dynamic rule

      Adds the identities that meet the conditions that you specify to the group.

      Unlike adding specific identities or groups, membership from a dynamic rule is kept continuously up to date. Identities are added when they start meet the conditions that you specify, and removed when they no longer do.

    4. If you selected Identities or Groups, select one or more identities or groups, and then click Add.
    5. If you selected Dynamic rule, in the Which conditions should apply dialog box, enter the required information, and then click Add.
  5. To remove members from the group:
    1. In the Members section, select the members, and then click Remove.
    2. Confirm the removal.
  6. Click Save (or Internalize and save).

Edit the owner of a group

Prerequisites

You are the group owner, or you have a global role with the Data Access > Manage All Access global permission, for example, the Data Access Manager global role.

Steps

  1. On the Data Access landing page, in the left pane, click RESOURCES > Groups, and then click the group name.
  2. On the group page, click Edit owners. If this button is not visible, click More icon > Edit owners.
  3. In the Edit owners dialog box, select the new identities or groups as owners, and then click Save.

Delete a group

You can delete a Microsoft Entra ID or Okta group from Data Access. Data Access also pushes the deletion to the underlying data source.

Prerequisites

  • The Enable Group Editing option is enabled in the data source configuration.
  • You are the group owner, or you have a global role with the Data Access > Manage All Access global permission, for example, the Data Access Manager global role.

Steps

  1. On the Data Access landing page, in the left pane, click RESOURCES > Groups, and then click the group name.
  2. On the group page, click Delete. If this button is not visible, click More icon > Delete.
  3. Confirm the deletion.

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