Smart groups and contacts have already been discussed before in our knowledge base here, it is highly advised that you read through this to get a basic understanding of how the items work.
Both items can be created in one very simple way, at the top of your CloudM Manage screen there is a white bar where you can type to search for users or details. If you click on the down arrow in the far right, this will bring up our advanced search functionality. Select Smart Group from the Type drop down menu to view the relevant search fields, as seen below:
When providing a search query you can connect several different values together to create a logical expression, this is done through the use of brackets & the keywords "AND", "OR", and "NOT". An example of such a search query might look as such:
ou:(Office1) OR ou:(Office2) AND NOT department:(HRDepartment)
This basically says we want every user who exists in either of the 2 OU values we've specified and who isn't part of our HR team. This search value can be built upon further and further should we want and even start to take into account some of our own custom values set up in CloudM Manage, This might look something like:
(ou:(Office1) OR ou:(Office2) AND NOT department:(HRDepartment)) OR (custom_key:(CustomField1) AND custom_value:(SomeValue))
This now says we want anyone who is in either of our OUs but not in HR, or we want anyone (regardless of location and department which we've already stated) who has a custom key with a certain value. Now this search query itself may not have any use, but the tool is available for you to utilise, the biggest factor is being able to identify trends within your business where this will suit you. Remember that you can search explicitly by profile/external contact/OU/Groups, so for instance you might have a need to share a subset of your domains external contacts such as those identified as partners, suppliers. Using something like a custom field to be added to those external contacts will keep your users up to date with either their groups or contacts. The added benefit is that the information is resynced every 24 hours so as soon as new values fall under your search they'll be available to your users after the aforementioned sync, this is also true for when someone does NOT match the query any longer.
Once you've got your search query set up as exactly as you need, you'll be able to make either a group or a contact list out of the query, this can be done from the 3-dotten menu:
Depending on which item you're wanting to make you'll be asked for a different set of further information, so we'll tackle this one by one.
When creating your smart contact you'll need to provide a name and unique email address, you can change which domain the primary email address will be under if you've several sub-domains. You can also provide a description and as with the contact list, you can edit the search query or just make sure it's completely correct. There is also a second tab for groups, this tab includes extra details such as what documents/calendars need to be shared with the group, and you can also add (predefined) tags and (predefined) extra information to the group, this is particularly useful if you plan on making groups made up of groups as is often common with vast sets of users and groups. Lastly hit create when you're happy, the group will be created and synced to pull in all relevant users.
Please note, this feature is currently not available in CloudM Manage for Microsoft
When creating your smart contact, you'll need to provide a name, other fields are optional such as description, you can even enable the list to be copied into your "My Contacts". Next you can double check and alter the search query you have, and finally add users who have ownership to this list and will be able to share the list out to others. Once you have finalised the settings, you just need to hit "Create", at which point the list will be created and synced to pull in all the users.