Auto-assign groups by email rules

New reader signups aren't assigned any reader groups. You can create rules to automatically assign readers to groups based on their email domain.

A common use case is to assign all readers with internal email addresses to an internal reader group. For example, Linus likes having a rule that will assign all readers with a knowledgeowl.com email address to the Support reader group, which gives them access to all content restricted to our Support group.

If you're using reader signups, automatic domain rules like this can help guarantee that new readers get access to the content they need without a KnowledgeOwl admin having to manually review and assign them to the appropriate groups.

To set up Email Rules:

1. Go to Account > Readers. The Readers page opens to the Readers tab.
2. Open the Groups tab.
3. In the Auto-Assign Groups by Email Rules section, select + Add Rule.
   Select + Add Rule.
4. The Auto-Assign Groups by Email Rule modal opens.
5. Use the fields in the modal to set up your rule:
   1. Enter a Rule Name. This name displays in the Auto-Assign Groups by Email Rules section in Account > Readers > Groups, so it should help describe the rule.
   2. Enter the Email Domain the rule applies to. All readers with this email domain will have this rule applied. It must be an entire domain, such as @knowledgeowl.com, @gmail.com, @yourcompany.com, etc.
   3. Use the Assign to Groups checkboxes to select the Reader Group(s) that people with that email domain should be assigned to. This list depends on the Reader Groups you've set up in your knowledge base.
6. Select Save Rule to save your changes. Your rule displays in the Auto-Assign Groups by Email Rules section and will be applied to all reader signups moving forward. You can edit it (gear icon) or delete it (trashcan icon) using the icons to the right of the rule.
7. Your rule will now appear in the Auto-Assign Groups by Email Rules section of Readers > Groups and will be applied to all reader signups from here on out. You can edit it (gear icon) or delete it (trashcan icon) using the icons to the right of the rule.

You can choose whether to apply the rule only when a new reader first signs up or to run it on every login. By default, it's applied only when the reader first signs up.

To apply rules on all logins:

1. Go to Account > Readers. The Readers page opens to the Readers tab.
2. Open the Settings tab.
3. In the Self-Administered Reader Options section, check the Auto-Assign Group Rules box to Override reader groups based on rule logic on each login.
4. Be sure to Save your changes.