This article will introduce you to the Users section of the new Directory. The Users section will allow you to audit user accounts across various connected apps, giving you a more comprehensive picture of utilized services across your domain.
If you're looking for the User Directory in BetterCloud for G Suite, please click here.
The Users section of the app can be accessed via the left side navigation bar. When you click on Directory (which has a dropdown carrot icon next to its listing) you'll see options for Users and Groups. Click on Users to view this section in the center of the page.
Here you'll see all of your various users, information about which are displayed in several columns.
By clicking on the column header, this view can be sorted by each column, with the following selections:
- "Name" can sort in ascending or descending alphabetical order, or you can search by user name
- "Email" can sort in ascending or descending alphabetical order, or you can search by email address
- "Connector" can sort in ascending or descending alphabetical order, or filter by a particular app that the user is associated with
- "Status" can sort in ascending or descending alphabetical order, or filter for a particular active or suspended state
- "Role" can sort in ascending or descending alphabetical order, or filter for a particular user role
- "Last Login" can sort by ascending or descending date of most recent login
In all of these selection menus, you can also add additional columns that are hidden from your view by default: "Department", "Title", "Manager", "Org Unit", "Location", "Created Date", "Employee ID" and "External User".
You can also hide any default columns except for "Name", or restore any default columns that have already been hidden.
Here's an example of what these selection options will look like in the "Connector" column:
The "Connector" column is a particularly important component of the Users List, as it will display all Connectors that a user account is associated with, by the Connector's icon. When users are associated with multiple instances of a connector (for example, if a user's email address is associated with multiple Slack accounts across different teams) this will be represented by a number overlaid on the connector's icon:
To facilitate more accurate filtering in the "Connector" column, your user accounts can also be unmerged to show individual listings for each connector. To do so, uncheck the "Show Merged Users" button in the top right corner of the page:
Take Action on Users
Individual directory items can be selected and deselected by clicking on their dedicated boxes. You can also select the entire page that you're viewing by clicking on the check box at column header level; this option will persist if you're viewing filtered results.
Your selections will be highlighted in blue. When you select any number of directory items, your selection will be reflected in a change to the section's top navigation bar: the bar will turn green, your number of selections will be represented on the left, and you'll now see a new option for "Actions" on the right.
When you have selected the directory items upon which you wish to take action, clicking on the "Actions" button in this state will cause a dropdown menu of available actions to appear. Clicking the button again will cause the dropdown menu to retract.
Available actions are based on the directory you are in, and are organized by associated connector. On the left side of the dropdown menu, you can view all available actions, or filter by a specific connector. A search bar is available at the top of the dropdown, if you wish to search for a particular action.
Note: Pay close attention to the connected apps that your selected directory items are associated with. If an action is chosen from a connector that your directory item is not associated with, the action will be skipped if taken. (For example: Executing a Slack action on a directory item only associated with Zendesk will be skipped.) Remember that you can always filter your directory grid's visible results by common criteria, by clicking on each column header.
When you click on the name of an action, a right side flyout tab will appear. Here, you can fill in the necessary criteria for the action. When all criteria have been met, the "Take Action" button will turn green and can be clicked.
Note: The "Target of Action" will always be the targeted users that you previously selected from the directory grid page.
To exit out of the tab without taking action, click "Cancel", the "x" icon on the tab, or click on the directory screen below the flyout. To proceed with your action, click "Take Action".
Monitoring Action Status
Once you take an action, you will be brought automatically back to your directory grid, and a popup message will appear stating: "Your action, [action name], is in progress. You can check the status of this action in the BetterCloud audit logs."
Clicking on the audit log link will open a new browser tab, into which the BetterCloud audit log page will load. This page can be occasionally refreshed to see the updated status and history of actions you've taken in BetterCloud.
For more information on the audit log, including adding columns to view additional information, please see here: Audit Logs in BetterCloud
View User Details
When you click on a user's name from the Directory grid, you'll be directed to a new right side flyout tab containing the user's profile, profiles from any other associated apps, group memberships, files owned. This view is now called "User 360".
To help you navigate through a user's details, you'll find two navigation bars on the left side and top of the tab. These will offer the following views:
- The user's name and placeholder for a profile photo
- A list of connected apps where this user has existing profile data
- A summary view of your user's profile information
- A Memberships view will show all existing memberships belonging to this user
- A Files view will show existing files owned by this user
- A Settings view will show you the Gmail settings of this user, if their account exists primarily in Google
You will also find the same "Actions" dropdown menu from the directory grid available, through which you can take actions on the user whose tab you are viewing.
The Summary view will show the profile information of the user, based on the app that is selected on the left side.
The Memberships view will list memberships by name, origin application and type. By clicking on the column header, each of these columns can be sorted in ascending or descending alphabetical order.
You can also select memberships by their checkboxes, and then take actions on them from the available "Actions" dropdown menu in the top right corner.
Please note that this view will not be affected by the app selection on the left side.
The Files view will show files and folders owned by this user, listed by the same details found in the Data Management section. By clicking on the column header, each of these columns can be sorted in ascending or descending alphabetical order, and/or filtered by specific parameters.
You can also select file entities by their check boxes, and take actions on them from the available "Actions dropdown menu in the top right corner.
This view can be filtered by the app selection on the left side; if "BetterCloud" is selected on the left side, all available files will be shown.
The Settings view will show you current Gmail settings for this user's account. Please note that only Google settings will be available in this view; settings for users originating in other connected apps will not be available.
At any point, you can take actions to manage or change the settings of the user whose tab you are viewing, by clicking on the "Actions" dropdown menu in the top right corner of your BetterCloud window.
You can leave this tab at any time by clicking on the "X" icon in the top left corner of the tab, or by clicking back on the Users section visible behind this tab.
Important / Requirements
User accounts associated with other third party apps will only be available after the app has been connected to BetterCloud. For more information on connecting an app, please see here.
Pay close attention to the connected apps that your selected directory items are associated with. If an action is chosen from a connector that your directory item is not associated with, the action will not execute if taken. (For example: Selecting a Slack action for a directory item only associated with Zendesk will not execute if taken.)
When filling out an action's criteria, the "Target of Action" will always be the targeted users that you previously selected from the directory grid page.
When viewing a User360 profile flyout, actions in the "Actions" dropdown menu will only be available for the user account itself, unless you have selected entities in the Membership or Files sub-grids by their check boxes; in this case, actions will be available for these entities.