Smart Groups Q&A


(Melissa Blades) #1

Thanks to everyone for joining us on the Smart Groups webinar today! We’re going to answer some of the questions we didn’t get to on the webinar here, but please feel free to ask any other questions.

~Melissa Blades
Sales Engineer Manager
KnowBe4


(Ray Nelson) #2

“If you are tied to Active Directory, will the smart groups work? We have issues where every time we sync with AD their local groups are overwritten.”

Smart Groups will work seamlessly with our Active Directory Integration, as the groups will be based on rules that the users fit into, not specific users themselves.

The issue that’s being experienced with the Active Directory Integration overriding groups can be avoided as well. Groups can be managed within the console or by Active Directory, and they can be distinguished by the color of the icon that is next to the group name. If the icon is blue, it’s an AD managed group, but if it’s gray, it’s managed within the console.

Active Directory managed groups will update every time your ADI sync happens, but Smart Groups will only be affected if a new user falls into the criteria set up within that group, or if a user within a Smart Group is removed from the console.

Ray N.
KnowBe4 Tech Support


#3

“We have to make sure that our employees receive phishing tests and training in their native language, so our smart groups will need to take that into account, can you show an example?”

Although there is no field for language, you could add your users into separate standard groups based on their native language and then create training or phishing campaigns for each language and assign it to these standard groups. I will also submit a feature request for a language field so you have this ability in the future.

Bradley P.
KnowBe4 Tech Support


(Ray Nelson) #4

“If new staff members are required to take training within 30 days of their start date, can we have Smart Groups that auto-enroll new employees to a training group?”

Absolutely! You’ll want to set up a Smart Group that includes users that were added within the last 30 days and have not completed the training modules that you are requiring.

You’ll then want to set up a training campaign that enrolls users that are in that Smart Group. Don’t forget to leave the “Automatically enroll users that are added to the above groups in the future” box checked!

This will not only add the user’s to the group when they’re created, but it will remove them once they complete training, so you’ll always know who still needs to take it! One thing to consider is that they’ll also be removed from the group after being in the console for 30 days, so you may want to extend that in case users don’t finish on time.

Ray N.
KnowBe4 Tech Support


#5

Where do I access Smart Groups feature (is it available)? We have the platinum KnowBe4 subscription.


(Melissa Blades) #6

Here’s another question from the webinar:

Can users be removed from the smart group?

Generally, no. Smart Groups are basically defined by a set of rules. If the rules apply to a user, that user will be in the group. If they don’t, the user won’t be in that group. That said, if you need to remove one person from a Smart Group, you could add in another rule to exclude that user. So you could choose the User Field criteria type, and choose The e-mail, must not, be equal to, and add that user’s email address.

If you didn’t need that group to continue to be dynamic, you could use Smart Groups to generate your list of users and then add those users to a traditional group. From the traditional group, you could delete users.

~Melissa Blades
Sales Engineer Manager
KnowBe4


(Melissa Blades) #7

In your console, go to Users > Groups. Click the blue + New Group button to create a group. There, you will see the option to mark this as a Smart Group. Click Submit and then you will set up your rules.

Here’s an article with a screenshot of that:

~Melissa Blades
Sales Engineer Manager
KnowBe4


(Jessica) #8

“What does ‘phish prone percentage’ mean exactly?”

A term coined by KnowBe4 that indicates the percentage of employees that are prone to click on dangerous phishing links. Refer to our document on how a users’ Personal Phish Prone Percentage is calculated: https://support.knowbe4.com/hc/en-us/articles/115010178267-How-Is-Phish-Prone-Percentage-Calculated-

-Jessica S. Community Manager/ Managed Services