How to define criteria for adding users?
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Users can be auto-added to a group by specifying conditions based on the roles or the fields of the user lists that they belong to.
To define a criteria for automated addition of users to a group member list,
1. From the menu bar, in the Groups dropdown list, select the name of the group for which the criteria is to be defined. The group details are displayed.
3. In the right pane, under Member List, in the Added through user profile tab, click View Criteria. The Select the user addition criteria for this group window is displayed.
There are 2 entities based on which you define a criteria:
a. Based on roles
i. In the Select the user addition criteria for this group, in the Company Roles tab, select the roles, to which the users assigned will be added to the group.
As you can see, from the Company Roles tab, we have added 2 Company Defined Roles, Department Head and Finance Team, the users assigned to which will be added as members of the Reimbursement group.
ii. Click Continue.
All the users assigned with the roles, Department Head and Finance Team will be added to the Reimbursement group. You can see the users in the Member List of the group.
b. Based on user lists
i. In the Select the user addition criteria for this group, select the user list for which a criteria is to be specified for adding users to the group.
ii. Select one of the two radio buttons based on your requirement:
Field | Description |
Select all users | Select this if you want all the users from the user list to be added to the group |
Select specific user set | Select this if you want to specify criteria for specific fields |
For the Employee user list, we will add the criteria that the users whose names start with J and whose email IDs contain gmail be auto-added to the Member List of the Reimbursement group.
iii. To specify criteria for specific fields, click Select Fields.
The list of fields in the user list is displayed.
iv Select the required fields and click Apply. As you can see, we have selected the fields Name and Email as per the above specified criteria.
v. Enter the operator and the value for the selected fields and then click Continue.
Criteria 1: The name of the user starts with J
Criteria 2: The email address of the user contains 'gmail'
The Member List is updated with the users as per the specified criteria.
You can also add criteria for multiple user lists. Let's say in addition to the Employee user list, we also want to add a criteria for the Audit Team user list. To do so, on the top right of the Member List, click View Criteria.
We we will add the criteria for the Audit Team user list in the similar manner as we did for the Employee user list. Let's say say we want to add the criteria that all the users of the Audit Team user list having a Designation that ends with d must be auto-added to the Member List of the Reimbursement group.
In cases where the criteria is added for multiple user lists, the system will pick users and will display them in the Member List based on the OR operating condition meaning all the criteria need not be satisfied. Even if the criteria for one of the user lists is satisfied, the users from that user list will be added to the group.
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