Create a new Smart Team (Google)

Using the Smart Teams screen

You have the ability to start a Smart Team from the Smart Teams screen. 

To do so, simply:

  1. Select Directory from the Functions column on the left of the screen and then Smart Teams from the pop out sub menu.  
  2. Click on Create new Smart Team.
  3. Follow the creation wizard (as described later in this article)

 

Please note that this method will create a Smart Team with no users automatically assigned to it, although you can set Dynamic member list in the wizard (which will automatically add a user to the Smart Team if they meet a specific search criteria - e.g. they become a member of a specific department or have a tag associated to their profile).

If you do not wish to set a dynamic member list, you will have to manually add members to the Smart Team.

 

Converting an Organizational Unit to a Smart Team

You can also quickly turn any Organizational Unit into a Smart Team by:

  1. Selecting Directory > Org Units.
  2. Select the Organizational Unit that you wish to convert. The informational panel will slide in from the left hand side of the screen.
  3. Select Actions > Create new Smart Team
  4. Follow the creation wizard (as described later in this article).

 

The Dynamic members list will already be enabled with the search query already configured to automatically add any member added to the OU to the Smart Team as well.

 

Using predefined tags and the People Finder Search Bar

Within your organisation, you may have a group of users who spread across the business and whose user profiles potentially sit in various operational units. An example of this would be managers or VIP users. You may have a business requirement to have a seperate deprovisioning policy governing what happens to these users data when they are off boarded from the company.

To allow you to do this without having to move all users into a single Organization Unit, you can perform the following steps;

  1. Configure a new domain wide predefined tag e.g. 'Manager' 
  2. Apply this tag to the user accounts which require the specific deprovisioning policy
  3. Perform an advanced search to return these accounts in the people finder. In this case, the required search term is 'tags:(Manager)'
  4. Expand the actions menu from the search results and select 'Create new Smart Team'
  5. Follow the creation wizard (as described later in this article).

 

The Dynamic members list will already be enabled with the search query already configured to automatically add any member that has the tag added to their profile to the Smart Team as well.

 

Create new Smart Team creation wizard

Regardless of the method that you have used above, you will be brought to the Create new Smart Team screen. Here are the 4 stages that you will need to complete. Select Next to move on to the next step (although you will be stopped if you haven't filled in all required fields).

  1. Basics

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  • Name - Enter a name for the Smart Team
  • Email - Enter an email address for the Smart Team
  • Description - Provide a short description of the Smart Team
  • Tags - Add any Tags that you wish to add to the user profile of all members of the Smart Team
  • Extra Information - Add any Extra Information that you wish to add to the user profile of all members of the Smart Team.
  • Dynamic member list - Select the checkbox to enable a dynamic member list and add the criteria you want to apply, then press Search, 
    • You will see the number of search results that have been returned. Press on the number of results to see a list of all returned search results.

 

  1. Onboarding

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  • Shared Documents - Select Add shared document and browse for any documents that you wish to share with a new member of the Smart Team when they are onboarded. 
  • Shared Calendars - Select Add shared calendar and select the calendar of a user that you wish to share with a new member of the Smart Team when they are onboarded. 
  • Shared Drives - Select Add shared drives and select the drive that you wish to share with a new member of the Smart Team when they are onboarded. 

 

  1. Summary - View the settings that you have entered in the previous two stages. You can select Edit if the details are incorrect or you need to make any changes (e.g. add extra documents to share).

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  1. Configuration - Select Create Smart Team. You can then complete one of the Next Steps...

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  • View Smart Team - Edit members and view basic information.
  • Email Signatures - Design and Edit the Email Signature used by this Smart Team.
  • Onboarding - Select an Onboarding policy and assign shared items to the Smart Team.
  • Security - Automate Passwords and Login Controls for this Smart Team.
  • Offboarding - Choose or edit the Offboarding policy for the Smart Team.
  • Fields - Define Predefined Fields and inheritance policy.

 

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