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Group Management & Smart Grouping

How to manage groups within the revel8 platform as a way to organize your employees for targeted simulations and granular reporting.

📋 1. Overview of the Groups View

The Groups dashboard provides a central list of all organizational groups currently existent in your instance:

  • Name: The display name of the group.

  • External Provider: Shows if the group is synced via Scim or Ldap.

  • External ID: The unique ID from your identity provider.

  • # of Employees: The current count of employees assigned to the group.

✨ The Smart Group Icon

Groups marked with a Star icon are Smart Groups. These are dynamic groups generated by the revel8 engine based on specific rules, rather than being manually assigned or synced from a directory.

➕ 2. Methods for Adding Groups

There are three primary ways to populate your groups list within the platform:

  1. Automated Provisioning: Groups created via SCIM or LDAP are managed by your external identity provider. Membership updates are reflected automatically during the next synchronization.

  2. Manual Creation: Click the Add button in the top right to create a static group. Once created, you can assign employees to this group manually via the Employee view.

  3. Smart Grouping: These are dynamic groups created within revel8 that update automatically based on specific rules applied to employee data.

🛠 3. Editing and Maintaining Groups

3.1 Renaming a Group

For manual or synced groups, you can update the display name:

  1. Click the Edit (pencil) icon on the right side of the group row.

  2. Enter the new Name in the modal.

  3. Click Submit to save changes.

3.2 Deleting Groups

  1. Select the groups using the checkboxes on the left.

  2. Click the red Delete button.

  3. Confirm Deletion by clicking on Delete

  4. For Smart Groups, deleting the rule in the Smart grouping tab will remove all associated dynamic groups.

3.3 Group Management Summary

Group Type

Assignment Logic

Primary Identifier

Source

Manual Group

Manual

Internal Platform ID.

By Local Admin

Provisioned Group

External directory (SCIM/LDAP)

External Provider ID

Linked IDP (SCIM / LDAP)

Smart Group

Automatic assignment based on code-based dynamic rules.

Identified by the Star Icon (✨)

Smart Grouping feature

✨ 4. Smart Grouping Functionality

Smart Grouping allows you to create dynamic segments (e.g., "All employees in Germany") using logic applied to attributes from your directory.

4.1 Creating a Smart Group

  1. Navigate to the Smart grouping tab.

  2. Click Add to open the rule builder.

  3. Name: Provide a clear name of the group rule (e.g., "Country Groups").

  4. Description to Generate with AI: Click Generate with AI from Description to automatically write the JavaScript code based on your text instructions.

  5. Code Logic: The platform uses a function called getGroupName(employee) automatically

    • The function receives an employee object with attributes like firstName, department, country, and jobTitle.

    • It must return the string for the group name or null if the employee does not belong to the group.

  6. Scope: Define the usage scope (e.g., REPORTING)

  7. Click Submit.

4.2 Frequently Asked Questions for Smart Groups

Question

Answer

What is the difference between a Smart Group and a normal group?

Normal Groups are static; employees are assigned manually or imported from a directory. Smart Groups are dynamic; they use a code-based rule to automatically add or remove employees based on their current attributes (e.g., job title, country, or department).

How can I identify a Smart Group in my list?

Smart Groups are always identified by a Star icon (✨) next to the group name in the main Groups table.

Do I need to know JavaScript in order to use smart groups?

No. You can use the Generate with AI from Description feature. Simply write what you want the group to do in the Description field (e.g., "Create a group for all employees in the IT department located in Germany") and click the AI button to generate the required code automatically.

Which employee attributes can the logic access?

The function can access a wide range of attributes from the employee object:

  1. Personal Info: firstName, lastName, email, salutation.

  2. Organization: department, jobTitle, manager, company, companyCode.

  3. Location: country, streetAddress, locality, region, postalCode, timeZone.

  4. System: status, userType, tags, riskLevel.

Can one Smart Grouping rule create multiple groups?

Yes. If your code logic returns different strings based on attributes, the system will automatically create a separate group for each unique string returned.

For example, a rule based on the country attribute will automatically create "Germany", "France", and "Spain" groups as distinct entities.

What happens if the function returns "null"?

If the function returns null for a specific employee, that individual is simply not assigned to any group by that specific Smart Grouping rule.

Can I access manager information as well?

Yes, the manager is treated as an employee object and can be accessed via employee.manager, allowing you to use attributes like employee.manager.firstName in your logic.

When does a Smart Group update?

Smart groups are executed with every change made to the group itself and automatically daily.

What is the "Scope" setting for?

The Scope defines where the resulting groups can be used.

Setting the scope to REPORTING ensures the groups appear in your analytics and Human Risk Monitor dashboards. If you only want to use the group to schedule campaigns, you can define this by setting the scope to SCHEDULE.

What happens if I delete a Smart Grouping rule?

Deleting a rule from the Smart grouping tab will automatically remove all the dynamic groups that were created by that specific logic.

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