Smart Groups provide an efficient and automated way to manage groups of users based on specific user attributes such as department, location, or role.
What is Smart Group automation?
In a Smart Group, users are automatically added or removed from their groups based on the user attributes of that specific group. This means that:
If new users join your organisation and they meet the criteria of an existing Smart Group, they will automatically be added to that group
The user will also be assigned to the content that group is assigned to (if there is an active enrollment rule set up).
What is the value of smart groups?
Automation and automatic updates |
Time savings and reduction of manual labor |
User management - simplified |
Content assignment - simplified |
Use case examples for smart groups
💡 Department-based trainings: For example, create a Smart Group for the "Marketing" department. Any new employee who joins the Marketing department will automatically be added to this group and receive access to the marketing-specific courses assigned to this group.
💡 Location-specific information: If your company operates in multiple countries or cities, you can create Smart Groups based on the location-attribute. For instance, a Smart Group for "Sweden" will automatically include all employees based in Sweden. This is useful for sharing location-specific information or regulations. |
💡 Note! For smart groups to work, your need to have user attributes set up. Read more about user provisioning and attributes here.
How to create a Smart Group
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:Go to Manage > Users
Click Add filters and select each specified parameter
The following are the filters that we will set in this example:
*Type: Standard
*Status: Active/Pending
Department: Marketing
Country: Sweden
All users who fit within the above parameters display in the user list
Click Create Smart Group
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.
How to work with filters
Working with filters is useful when you want users to meet all conditions in one set, as the example we provided above. However, by working with filters you can also allow for alternative sets of conditions as well.
Follow these guidelines to understand and set up effective conditions to filter users:
Use AND for all conditions within a set |
Use OR to connect different sets. |
💡 Sets are separated by a conjunction. When setting filters, the conjunctions within a set can only be either all ANDs or all ORs.
If you want to connect different sets, you will be able to choose if the user needs to adhere to both sets (if so: use AND), or if the new set should be independent from the first set (if so: use OR).
Pro tip! The filters can also be used to generate a heatmap, simply add filters then press View Heatmap and Add content to see how the learners are progressing
Add an Administrator of the Smart group
In your newly created smart group consider adding an administrator of the group eg. the line manager of the department.
💡 Adding a group admin as administrator of the group will give them full administration privileges over that group of users. They can assign courses, enroll users in programs and generate reports for them.
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 CSM at Sana.