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There's no simple answer because...
- Is your Tableau Server licensing core-based or user-based?
- How many Projects are there or will there be?
- How many people are using the Server? Guest access (if core-licensing is used)?
- Only Active Directory groups allowed, or local groups allowed, or can there be individuals? All of the above?
- How many people do you expect to be in more than one Project?
- How often will such cross-use requests happen?
- Core-based licensing with Guest access ON
- individual, AD groups, and local Groups
- over 4K registered users but just over 1/4 of them have actually logged on to the Server
We have Users who belong to multiple Groups and I add them when requested. The time taken for this is so short and doesn't happen a lot. New Server Users get placed into a Group as part of fulfilling their Server access request; individual existing Users can be added by Project Leaders or I place them in a Group when requested. Naturally, using an AD group is nice for Project permissions because that is a set-once-and-forget for the Tableau Server admin We have another team that takes care of AD requests (AD administration).
Have you reviewed the online documentation on managing users and groups, and content: Users
If you expect to have users crossing group boundaries, and didn't want to manage that in AD, you should be able to manage users / group membership on Tableau Server.