Smart Groups

Group users automatically based on attributes

Mai Johansson Alm avatar
Written by Mai Johansson Alm
Updated over a week ago

With Smart Groups, you can set up automations based on the attribute criteria that you set. For example, you can set up a Smart Group with the attributes "Department: Marketing" and "Country: Sweden". Every employee whose attributes match these criteria will join this group automatically on a rolling basis. Integrate Sana with your HRIS, and you'll never need to worry about adding a new joiner ever again.

💡 Group Admins can also create Smart Groups, however they only have access to users assigned to them by Administrators

What is Smart Group automation?

Once a Smart Group has been created, users are automatically assigned or unassigned from their groups:

  • If new users join and they meet the criteria of an existing Smart Group they will automatically join that group

  • The same goes if an existing users parameters change, if they no longer meet the criteria for the Smart Group they are automatically unassigned from that group. Any courses that were assigned to them while in that group will also be unassigned.

How to create a Smart Group

  1. First off we will need to establish the user parameters for a group. For this example, we want to create a Smart Group containing Active/Pending users, who are in the Marketing department and are based in Sweden:

  2. Go to Manage > Users

  3. Click Add filters and select each specified parameter - the following are the filters that we will set:

  • Preset*Type: Standard

  • Preset*Status: Active/Pending

  • Area: Marketing

  • Country: Sweden

  1. All users who fit within the above parameters display in the user list

  2. Click the 3 dot menu to the right of the filters selected and click Create Smart Group

  3. A pop-up will appear where you can enter the name and description of the group then click Create in the bottom right to generate the group

*Type and Status filters are defaults as these are commonly used parameters for viewing users, however these can be changed to suit your preferences.

Where can I find my Smart Group?

Go to Manage > Groups and search for your Smart Group like you would any other group.

💡 Note: all Smart Groups have a star icon in front of their name

How to integrate Sana with your HRIS?

For more information on how to integrate Smart Groups with your HRIS please contact your point of contact at Sana.

Heat maps

The filters can also be used to generate a heat map. This can be accessed from the 3 dot menu under the Create Smart Group option

💡 The filters can also be used to generate a heat map. This can be accessed from the 3 dot menu under the Create Smart Group option

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