This article will introduce you to the Groups section of the new Directory. The Groups section will allow you to audit group entities across multiple apps, as well as view membership lists and profile details.
If you're looking for the Group Directory in BetterCloud for G Suite, please click here.
The Groups 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 Groups to view this section in the center of the page.
Here you'll see all of your various groups entities that are currently active, information about which are displayed in several columns.
By clicking on the column header, this list view can be sorted by each column, with the following selections:
- "Name" can sort in ascending or descending alphabetical order, search by group name "starts with", "contains", or "exact match"
- "Integration" can search for an Integration by name, or filter only for a particular selected app
- "Type" can sort in ascending or descending alphabetical order or filter only for a particular selected type
- "Member Count" can sort in ascending or descending numerical order (this count will include owners and managers), or set a numerical range of members you want to view on the grid
In all of these selection menus, you can also add additional list view columns for "Email", "Created Date" or "Status", hide any default columns except for "Name", or restore any default columns that have been hidden.
Here's an example of what the "Integration" column will look like:
Take Action on Groups
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. You can also select all of the groups in your instance as well.
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 will have the option to use the "Actions" tool on the right.
Clicking on the "Actions" button will cause a dropdown menu of available Group 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 Integration. On the left side of the dropdown menu, you can view all available actions, or filter by a specific Integration. 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 integration that your selected directory items are associated with. If an action is chosen from an Integration 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 appear blue and can be clicked.
Note: The "Selected Groups ()" will always be the targeted groups 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: "Performing Action" with a description of the action in progress, or the success/failure of the action and link that will direct you to the Audit Logs for updates.
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 Group Details
When you click on a group's name from the directory grid, you'll be directed to a new right side flyout tab.
This tab will contain general "profile" details about the group in the top section, a current membership list in the middle, and the group's current access and messages settings in a section at the bottom. The Actions dropdown menu will also be available for actions to take on the group you are viewing.
You can leave this tab by click on the "X" icon in the top left corner, or by clicking back on the Groups section visible behind this tab.
Important / Requirements
Group entities associated with other third party apps will only be available after the app has been connected to BetterCloud. For more information on adding an integration, please see here.
Pay close attention to the integrations that your selected directory items are associated with. If an action is chosen from an integration 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.)
The "Selected Groups" will always be the targeted groups that you previously selected from the directory grid page accompanied by dynamic fields.