Managing Organization Snippet Groups

What are Organization-managed Snippet Groups?

Snippet Groups created by members of a TextExpander Organization begin as personal (“Just Me”) Snippet Groups. When a member shares one with others in the organization, it moves into the Shared tab of your organization’s Snippet Group library. This gives admins full visibility into everything that’s being shared without mixing it into the library they’ve intentionally curated.

Your organization’s Snippet Group library has three tabs:

• Organization: your admin-curated, official Snippet Groups. This is the default view.
• Shared: Snippet Groups that members have shared with others, but that haven’t been added to the curated library yet.
• All: everything in Organization and Shared, in one searchable list.

Admins can move a Snippet Group between the Organization and Shared tabs at any time. Once a Snippet Group is in the Organization tab, it belongs to the organization rather than to one person, so it stays in the library and available to everyone with access, even if the member who created or shared it is later removed.

From either tab, admins can:

• Move the Snippet Group between the Organization and Shared tabs
• Send the Snippet Group back to its creator, converting it back into a personal (“Just Me”) Snippet Group in that member’s own library
• Share the Snippet Group with more organization members
• Change the Snippet Group’s permissions and specify who can manage, edit, and expand it
• Rename or delete the Snippet Group
• View detailed usage statistics for the Snippet Group

How to create Organization Snippet Groups

Organization admins can create Organization Snippet Groups that will be managed by their Organization directly in their organization’s Snippet Group library.

1. Sign in to your TextExpander.com account and select “Snippet Groups” from the left sidebar under your organization name.
2. Click the “Add Snippet Group” button in the upper right corner.
3. Select “Create new” and click Next. 
4. Give the Snippet Group a name. In the sharing dialog, add the specific members, teams, or guests you want to share it with, or turn on the “Share with everyone in [Organization]” toggle at the bottom of the dialog to make it available to everyone at once.
5. Create your Snippets in the new Snippet Group.
6. If you selected “Shared” in step 4, click the “Share” button in the top right corner and add the members, teams, or guests with whom you want to share the Snippet Group.

How to delete Snippet Groups from your organization’s Snippet Group library

1. Sign in to your TextExpander.com account and select “Snippet Groups” from the left sidebar under your organization name.
2. Find the Snippet Group you want to delete and click the three dots on the right. 
3. From the menu, select “Delete”.
4. Once you confirm, the Snippet Group will be permanently deleted.

Note: To keep a copy of the Snippet Group, you must  export the group before deleting.

Tips

• Use the Shared tab as your triage view. Check it periodically for personal Snippet Groups that should either be promoted to Organization or sent back to their creator.
• Snippet Groups that represent your organization’s “approved” language (onboarding templates, compliance-reviewed responses, brand-approved copy) belong in Organization.
• If you’re not sure whether to keep a Shared Snippet Group, leaving it in Shared doesn’t remove it from your library — it’s still visible and searchable in All, it’s just kept separate from your curated content.
• Gather Snippet Group ideas from your team to keep everyone consistent and on the same page.
• Snippet Groups should be granular; don’t worry about creating too many as long as they’re useful. Reduce Snippet Group clutter by making sure Groups are only shared with members who need them.
• Snippet Groups managed by the organization should always have a recognizable name, completed notes, and a Group Prefix.
• Instead of deleting a Group, consider archiving it by setting “Expand in” to “No Applications” for that Group in its settings.
• If you do choose to delete a Snippet Group, once you confirm, it will be permanently deleted. If you want to keep a copy of it, you can export the Snippet Group first.
• Before removing a member, review the Snippet Groups they shared and confirm an active manager or editor is in place for each one.
• To learn how to create a new Snippet Group see Adding Snippet Groups to TextExpander.

*This article applies to Closed Organizations. If you’re not sure whether you have a Closed Organization or you’re interested in becoming a Closed Organization, reach out to support@textexpander.com.