UX: SaaS user cap and group sharing - clarify states and permission cascading
Who will use this solution?
SaaS group owners who have user cap enabled, but can't use it because an external group has been invited to membership.
SaaS group owners who set a user cap and try to re-enable group sharing via the settings.
What problem do they have?
Group sharing is disabled on a namespace that has a user cap enabled. That is because if my group "Group A" has invited another group "Group B" to be members of my group, I can't control Group B from adding more members to itself, which would override my user cap and cost me money.
There are two problems that arise because of this:
- User caps are put into disabled state when namespace has invited an external group already
When the user cap feature is enabled on a namespace where a group has already been invited, the user cap feature can't be used as it is disabled #332601 (closed)
Before I took a deep dive into the related issues, I didn't know what "shared externally" meant, nor was I confident a user would understand. This setting is worded poorly and doesn't help the user to investigate or fix.
- When a user cap is set, and I try to uncheck the following settings, when I click save the page reloads with those settings still enabled:
- Members cannot invite groups outside of My Group and its subgroups
- Projects in My Group cannot be shared with other groups
The issue is we have dependencies between different settings and the relationship is not apparent to the user at all. If one setting affects another, it should be made clear in the UI.
When do they have the problem?
When trying to set a user cap or disabling certain settings with a user cap set.
Where in the app do they have the problem and at what frequency (if known)?
Why will a design help them?
It will help them understand why the user cap feature is disabled and how to fix it. It will also help them understand why group/project sharing settings can't be disabled when a user cap is set.
What is the JTBD and/or Tasks?
As a group owner, I want to set a user cap so I can prevent the number of seats in my subscription from increasing too much.
Is this problem supported by user research (please link relevant research issue/s)?
User caps are a feature on self-managed, so it makes sense that SaaS users would find them useful. This feature is proposing making user caps more understandable when in a disabled state.
Known technical constraints
How does this help the business?
Less confusion from users who might contact support to understand the error state.