Smart Teams are a powerful feature, unique to CloudManager, which awards domain administrators unprecedented flexibility and control of users profiles, without the need to disrupt the existing structure of your domain. Using the power of dynamic membership lists and the various methods of identifying specific available user profiles, administrators are able to provide specific configuration items to users across the domain.
A Detailed Example
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;
- Configure a new domain wide predefined tag e.g. 'Manager'
- Apply this tag to the user accounts which require the specific deprovisioning policy
- Perform an advanced search to return these accounts in the people finder. In this case, the required search term is 'tags:(Manager)'
- Expand the actions menu from the search results and select 'Create Smart Team'
- Complete the fields required and select 'Create'
- Edit the Smart Team and configure the specific steps of the deprovisioning policy you require and save all changes.
If you have completed the steps above, any deprovisioned user profile which has the 'Manager' tag will now follow the specific deprovisioning steps defined in the Smart Team, even if the current Organization Unit they are a member of has a conflicting policy.
Creating Smart Teams
There are several methods available to create a Smart Team within CloudManager.
You can apply a search query via the people finder and then create a Smart Team from the actions menu.
You can convert an existing group or Smart Group using the link in the action menu from the group view
You can also create directly from the Smart Teams browser
Smart Team Configuration Items
Various configuration items are customisable per Smart Team. They are outlined below.
Smart Group Settings
These are the basic settings which form the basis on the group.
Details - The name, basic description and email address which identify the underlying group
Access Level - Here you can decide who is able to post messages to the group and who can view the members list.
Aliases - Any alias email address associated with the group
Members - Here you define who is part of this group. This can be done by manually adding users via the 'Add' link or by selected 'Dynamic member list' you can create a search query which will automatically add users who match this criteria
Share Documents - Using the 'Add' link, you can open a browser to your file storage account and allocate documents which need to be accessed by members of this SmartTeam.
- Select all documents that you wish to share with the SmartTeam, and then select Done. Previously, you were required to add each document individually.
Share Calendar - Using the 'Add' link you can open a browser to your calendar and allocate shared calendars which need to be accessed by members of this SmartTeam
Tags - CloudManager specific custom identifiers
Extra Information - CloudManager specific custom data which can be unique to this group
Profile Display Order - Defines which order profile fields are displayed when viewing a user account in CloudManager
Profile Mandatory Fields - This setting allows you define certain profile fields as mandatory. As a user logs into CloudManager they will be prompted to complete these if they do not exist.
Email Signature - This allows you to configure the email signature specific to members of this team, more info here
Deprovisioning Policy - This section allows you to configure the workflow applied when a user is deprovisioning from the organisation, more info here
Smart Team Hierarchy
It is possible for a user profile to be part of multiple Smart Teams at any time. This may results in a scenario where there are conflicting configuration items for the same user. To prevent this, CloudManager uses a customisable hierarchy which allows you to set the priority of any Smart Team. Moving Smart Teams in this hierarchy list allows you to define which items should take preference. When a configuration item is called up by CloudManager (e.g. Email Signature or Deprovisioning Policy), the system will refer to this hierarchy and select the correct item (a user's Organization Unit settings are always the default fallback setting).
Setting the Hierarchy
Viewing a Users Configuration
Once a user has been added to a Smart Team, you may be required to review where a certain configuration setting is being inherited from. This is easy to achieve by navigating to a user account, expanding the actions menu and selecting the 'Inspect Configuration' item. This will then display an overlay showing the user's specific configuration and which Smart Team each item is set in. You can also click on the link to directly access the Smart Team and review setup.