# How to organize my Vault with Groups and Collections? **URL:** \ **Category:** Help\ **Created:** [January 31, 2025, 10:33am UTC](https://vaultwarden.discourse.group/t/how-to-organize-my-vault-with-groups-and-collections/4379 "2025-01-31T10:33:44Z")\ **Posts on this page:** 4\ **Page:** 1
**Author:** ![tombsf](https://yyz2.discourse-cdn.com/free1/user_avatar/vaultwarden.discourse.group/tombsf/32/1628_2.png) [@tombsf](https://vaultwarden.discourse.group/u/tombsf)\ **Post date:** [January 31, 2025, 10:33am UTC](https://vaultwarden.discourse.group/t/how-to-organize-my-vault-with-groups-and-collections/4379/1 "2025-01-31T10:33:44Z")
For a SMB, I’m trying to PoC a workflow ; I’ve activated `ORG_GROUPS_ENABLED` and I’m using the Bitwarden Directory Connector to synchronize my groups/users from Azure Directory; so far so good. For the organization of shares, I imagined a Collection per Group (with the appropriate access) and it’s fine to share a Secret for a whole Group. Here, the Finance department has three shared secrets in the team, and Alice, Bob and Charlie can all access them : ```auto . ├── COM ├── DEV └── FIN ├── secret1 ├── secret2 └── secret3 ``` But I don’t see how I can enable finer sharing: if user Alice wants to share a Secret with Bob (and only him) it would require a Collection with Alice and Bob in access, say `Alice-Bob` ; but I can’t imagine creating a Collection by pair, with 5 people it would be `Alice-Bob`, `Alice-Charlie`, `Alice-Daniel`, `Alice-Eve`, `Bob-Charlie`, `Bob-Daniel`, `Bob-Eve`, `Charlie-Daniel`, `Charlie-Eve` and `Daniel-Eve`, pfew. Let’s not talk about three-person shares, or shares between people from different departments… How would you organize the Vault? ---
**Author:** ![stefan0xC](https://yyz2.discourse-cdn.com/free1/user_avatar/vaultwarden.discourse.group/stefan0xc/32/1765_2.png) [@stefan0xC](https://vaultwarden.discourse.group/u/stefan0xC)\ **Post date:** [January 31, 2025, 11:08am UTC](https://vaultwarden.discourse.group/t/how-to-organize-my-vault-with-groups-and-collections/4379/2 "2025-01-31T11:08:13Z")
What secrets do you think should be shared between two people in the organization vault? I mean if Alice wants to temporarily share a secret she could always use a [Send link](https://bitwarden.com/products/send/) for that (or wait until [individual vault item sharing](https://community.bitwarden.com/t/vault-item-sharing/238) is implemented). ---
**Author:** ![tombsf](https://yyz2.discourse-cdn.com/free1/user_avatar/vaultwarden.discourse.group/tombsf/32/1628_2.png) [@tombsf](https://vaultwarden.discourse.group/u/tombsf)\ **Post date:** [January 31, 2025, 3:02pm UTC](https://vaultwarden.discourse.group/t/how-to-organize-my-vault-with-groups-and-collections/4379/3 "2025-01-31T15:02:10Z")
Well, the « Vault Item Sharing » topic has a ton of scenarios and reasons why this won’t work. We just don’t always share everything with everyone. And we have plenty of secrets that would be worth sharing with a specific subset of users, for reasons that are beyond any business/position considerations. Here’s a that-s-how-real-life-goes example: we may want to share the Printer Admin password with two users, just because they sit next to the printers. Groups/position are not involved at all here. I could create a `PrinterPowerUsers` Collection, which falls into the One Collection Per Need problem. As for the Send function, it may work for sharing a Secret _temporarily only_: - Send is just a Poor Man’s encrypted messenger, it is not a share - This (poorly) works until the sent Secret is modified by it’s owner - It doesn’t handle the TOTP share Plus, it is absolutely not userfriendly… [Quoting some reply](https://community.bitwarden.com/t/vault-item-sharing/238/56), the process is as such: - Copy password from vault - Click Send tab - Click new Send - Select “Text” option - Paste in password - Save Send - Click Send options - Click copy Send link - Paste Send into email client What a journey! There is not a single chance my users would do that (to be honest, it is painful enough I would not do that myself). Chances are they would take a picture of the secret (TOTP included) and send this by mail or any other insecure mean. But thank you very much for pointing me at this thread! It does give a lot of answers - just not the ones I was expecting 😛 - everyone been wondering the same… since 7 years - the Item Sharing feature is apparently not near to be released - plenty of workaround attempts were described, along with their limitations, so I won’t loose my time trying those ---
**Author:** ![tombsf](https://yyz2.discourse-cdn.com/free1/user_avatar/vaultwarden.discourse.group/tombsf/32/1628_2.png) [@tombsf](https://vaultwarden.discourse.group/u/tombsf)\ **Post date:** [February 5, 2025, 11:23am UTC](https://vaultwarden.discourse.group/t/how-to-organize-my-vault-with-groups-and-collections/4379/4 "2025-02-05T11:23:23Z")
I felt like I was missing something obvious, but it seems that it was in the code that something was missing. While I was wondering (too much), [Pull Request 5488](https://github.com/dani-garcia/vaultwarden/pull/5488) was merged ; it restores the ability of the Manager/Custom role to create Collections within the Collections to which it has access. So my initial plan was indeed feasible! I can create my FIN COM DEV Collections/Groups, and within each Group, give this role to a Power User. This Manager will be in charge of creating Collections and establishing the Accesses required for fine-grained sharing within his Group. Of course, direct sharing of a single Secret from one user to another remains a feature I’d like to see, but that’s another subject.