Find all projects, folders shared to a particular group

I want to delete a old user group that is no longer needed. When I try to do this I get an error that the group can't be deleted because some items are still shared with that group and told I have to remove the sharing first.

How do I find what items are still shared with the group?

I've run project and task reports to make sure the group is not assigned to any of these. But I can't find any easy way to find out what's been shared with the group. I have a huge number of folders and projects, so manually checking each one would be a real time-waster.

Any suggestions?

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Stephen

Hi Rob, it's an interesting use-case and Kelli put forward a request to be given visibility of what items are shared with a User or Group in a Report form which might interest you - it would be great to get your vote there if it's something you'd like to see too.

Give it a go, and let me know how you get on 👍

 

Edited: Removed unhelpful information.

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Thanks Stephen,

Removing everyone from the group didn't work.

Stephanie's workaround did the trick, though it was a bit tedious.

It would be good to have the ability in the admin panel to globally manage group sharing. Or at a minimum, view a list of everything shared with a group.

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Stephen

Hi Rob, you're totally correct. Turns out I tested that option with a group not assigned to any items, sorry 😇

Glad Stephanie's workaround helped. 

And I agree - I think Kelli's feedback post is a step in the right direction. Thanks for getting back 👍

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Dear Stephen,

I followed Stephanie's instructions. However, it is still not possible to delete a group, although obviously nothing is shared with this group anymore. Any idea what I can do about that?

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Stephen

Hi Stephan, once you're an admin and you've unshared Task, Project, and Folders from all people in the Group, you can delete the User Group. 

Here are the steps you need to take. If you've any issues, let me know and I'll create a ticket for our Support Team to help 👍

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Hi Stephen, as far as I can see, nothing is shared with the groups to be deleted. Or to put it another way: How can you reliably display what is shared with a group?

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Stephen

Thanks for coming back Stephan, and sorry for missing the point! This is something that Kelly raised as a suggested change for our Product Team to review, they are aware of the idea but there are no current plans on the roadmap, ahead of other essential developments. It would be great if you could add your + vote to that post.

What Stephanie is thinking as a workaround is; first create a test Collaborator account and add this test User to the User Group you want to check. Then when you log into Wrike as the test Collaborator, you'll see all items assigned to that Group. It's not the most ideal workaround but it should work for you. Let me know how you get on 👍

 

 

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As described above, I followed Stephanie's instructions exactly. Nevertheless, certain groups still cannot be deleted.

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Stephen

@Stephan, I've raised a Support Ticket with the team who will be able to take a closer look at this for you. Thanks for posting 👍

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@stephen - same here, I did those steps and I don't see any tasks. Would like some help so I can delete a group. Any updates on filtering tasks/ folders to groups?

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@Jimmy Hey, jumping in for Stephen 🙂 If you're on the Enterprise subscription, please check out Access Reports. If that is not the case, please let me know and I'll raise a Support ticket for you - the team will look into why you can't see the tasks and still can't delete a User Group. 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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It seems a bit of a miss that you can't have the knowledge necessary to delete a group without an Enterprise subscription. So, we are at the max number of groups and I can't get rid of the ones that are no longer in use... That's pretty frustrating, as I hope you can imagine.

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Hi @Mark, thanks for reaching out!

I totally understand. I was wondering if the recently introduced Spaces help to share items in a more efficient way, so that it's clear what is shared with different User Groups? 

I can suggest adding your +1 here too, please check it out. 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Have there been any updates to this? I am having the exact same problem, need to delete several groups and am not able to.

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Hi Bill Murray 😄 

To delete a User Group, you first need to unshare all items from it. Access Reports (available on Enterprise subscription) help you keep track of who has access to what, so with them, you can see what a group has access to

And here's how to delete a User Group:

  1. Unshare all tasks, folders, and projects from the user group.
  2. Click on your profile image in the workspace's upper right-hand corner.
  3. Click “Account Management”.
  4. The “Users” tab opens and lists all users and groups in the account.
  5. From the left side of the screen, select the group which you want to delete. If you don't see the group in the list: click next to the magnifying glass icon, start typing its name, and click its title once it appears.
  6. Remove all users from the group (only groups with no users in them can be deleted).
  7. Click the three-dot menu button to the right of the group's title at the top.
  8. Click "Delete group".
  9. Click "Delete" to confirm your decision.

Hope this helps! If you have any other questions, please let me know! 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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Lisa, the challenge is that we don't all have Enterprise subscriptions. Without an Enterprise subscription, you don't have the visibility into sharing that makes it possible to delete a group. 

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My company's database is too large to make access reports. I get an error if I choose more than 15% of our companies directories and I have 5 groups to delete. We really need Wrike to be able to auto-unshare then delete groups because this will take me days to figure out otherwise.

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@Mark Welch Totally understand! Hope that this workaround from Stephanie might help for now. 

Bill Murray I'll go ahead and raise a Support ticket for you - the team might be able to advise! 

Lisa Community Team at Wrike Become a Wrike expert with Wrike Discover

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That looks promising, Lisa. 

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Has anything come of this? It has been over a year and the difficulties deleting a User Group is less than acceptable. Why can we not remove the requirement to unshare from a group before it has been deleted? We have groups with no members, but it is impossible to go folder by folder to see what has been shared to this particular group with ZERO users?! Please HELP!

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