BCEL1005: Managing Directories and Groups

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Now that you have most, if not all of your integrations set up, you can begin taking action on users across your SaaS apps. No matter if you need to edit the address of three employees relocating to the west coast or archive 10 empty Slack channels, BetterCloud lets you take action on users and groups in one central location.

It is important to not that Groups and Users will only display within BetterCloud for Full Integrations. These are integrations such as Google, Slack, OneLogin, and Microsoft 365 which ingest metadata into BetterCloud, listening for changes and updating the data displayed in BetterCloud's grids. For Actions-Only Integrations, such as RingCentral, Wrike, or Zoom, you'll be able to perform Actions, but you will not see the data natively within BetterCloud.

Video Overview

By the end of this video, you will be able to...

  • Locate Actions found in the Directory
  • Take action on multiple users, using dynamic fields to fill in required information
  • Filter content to match defined criteria
  • Perform an action on multiple groups that meet specific criteria
  • Add additional, hidden columns which are not part of the default view

Note: This video was created with the Previews Grid turned on (by selecting Enable Previews)

Users

User's in BetterCloud are grouped by Email address. This is why, when Group by Integration is toggled on, you’re able to see the different full integrations each user has access to. If, for example, a user has both an @organization.com and an @onmicrosoft.organization.com email address, these accounts will not be grouped because they have different emails (and because email is used as the unique identifier). In this case, you'll want to review how to alter your onmicrosoft email addresses here.

The following are columns that you can find on, or add to, the Users Grid:

  • Email
  • Name
  • Integration
  • Status
  • Role
  • MFA
  • Last Login
  • Department
  • Title
  • Manager
  • Created Date
  • Employee ID
  • External User
  • Org Unit
  • BC User ID

When selecting users from the Users Grid, either one at a time or in bulk, you have the ability to perform different tasks such as resetting password, moving users into Groups, or editing their profile. These types of Actions are common for applications such as Google, OneLogin, and 365. All of the information pulled into the columns will come from these applications and the user's profile. If you see difference on things like Department, Title, or Manager, you may want to attempt to change them through BetterCloud.

Groups

To BetterCloud, a Group is any collection of users. Therefore, a Group can be a mailing list in Google, a rule-based group in Okta, or a channel in Slack. As with Users, actions can be taken on many groups at the same time. The only time a Group WILL NOT appear in BetterCloud is when the Group is part of an Actions-Only integration. Apps like Atlassian, Asana, Zoom, and GitHub will not have Groups listed as these are Actions-Only Integrations.

Additional Documentation

What's Next?

As you're able to view Users and Groups in a gridview, you're also able to view Files in a gridview, filtering by owner, visibility, and who it has been shared with (to name a few). To continue, please check out the next module, Locating and Managing Files.

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