As workplaces become increasingly reliant on innovative and collaborative IT systems, organizations are turning to software to help modernize their processes, maintain data compliance and manage the demand of fast moving environments. Despite G Suite allowing more collaboration between teams and increasing individual productivity, managing users within the smart workplace is still a labour intensive task for busy IT teams.
Recognizing that automating as many of these time consuming tasks as possible is at the top of the agenda for IT departments around the world, CloudM have developed Smart Teams for CloudM Manage for Google. Smart Teams is a powerful feature, unique to the CloudM Manage platform which saves domain administrators precious time usually spent on repetitive administrative tasks.
Smart Teams allows you to dynamically group users, based on factors such as department or location, along with bespoke tags you can create and assign as required, for example for cross-business project teams. You can then automate essential administrative tasks using these groups, arranging bespoke workflows that provide unique and accurate access for each user instantly. Let’s take a closer look at some of the key features of Smart Teams for CloudM Manage.
Assigning access to company assets can now be automated by grouping users via team, project, location, role and many more configuration items. When new users join the business or transfer within the organisation, access to files, tools and calendars can be allocated automatically, facilitating a swift and smooth onboarding process while also avoiding access creep. This means staff have the tools and resources they need to be productive from day one, all without manual intervention from the IT department.
For example If a user was to move from the Marketing team to the Sales team they would be reallocated to the ‘Sales’ Smart Team. The user will automatically be restricted access to marketing’s design materials, software licenses, budget reports, and events calendars. However the user would be granted access to the CRM, pitch decks, training programmes and weekly calendars for sales meetings.
With businesses becoming more collaborative and smart workplaces easily facilitating this collaboration, we’ve designed Smart Teams to take into account scenarios where users sit across multiple different teams. To prevent any conflict in configuration items CloudM Manage uses a customizable hierarchy which allows administrators to set the priority of any Smart Team, defining which item should take preference.
For example if multiple users are added to both the Sales Smart Team and the Marketing Smart Team, users’ access to documents containing budgets and/or sensitive information may be restricted. However if one of the users is also a member of the ‘Manager’ Smart Team (which is above both Sales and Marketing in the Smart Teams hierarchy), the user would then be authorised to access any document across both the Marketing Smart Team and the Sales Smart Team.
A powerful feature that saves time and keeps branding consistent. Managing email signatures can be a headache for companies with unorthodox organizational units that sit outside the usual parameters of departments. Smart Teams within CloudM Manage now allows administrators to tailor email signatures for individual Smart Teams. User signatures are subsequently determined by their most important Smart Team. This allows signatures to change dynamically without the need to disrupt the structure of the original organizational units.
For example, a Sales Manager would be part of the sales department. Typically they would be assigned an email signature identical to those of the same organizational unit. However Managers have work mobile phones and are authorised to add this contact number to their signature. As a result of the Sales Manager also being part of the ‘Managers’ Smart Team, this team is more important in the hierarchy than the ‘Sales’ organizational unit, therefore the user’s signature will automatically change to add their work mobile number.
A clearly defined deprovisioning policy is essential for any business in order to keep assets and information secure while avoiding human error and unnecessary burden on the IT department. Smart Teams allows administrators to configure bespoke workflows that are triggered when a user is set to leave the business. Licenses can be unassigned, file access restricted, document ownership transferred, and emails migrated to other users or archived, along with 10 other available deprovisioning steps. Deprovisioning can be scheduled ahead of time, with approval requests sent to line managers prior to the workflow being applied. This is to accommodate any staff changes since the deprovisioning schedule was set.
For example, a manager has scheduled a user to be deprovisioned in 2 weeks’ time. The user is a temporary worker who has regular assignments with the company. Once the user has been deprovisioned, their documents and emails will be archived and their access to the company intranet will be restricted. On the day the user is set to be deprovisioned, their line manager receives an approval request to begin the deprovisioning workflow. However, the manager has decided to keep the temporary worker on assignment for another two weeks, therefore rejects the approval and adjusts the date the user is set to be deprovisioned. This prevents any wasted admin time unarchiving documents and reassigning intranet access.
Smart Teams was originally designed for the purpose of automating essential administrative tasks in order to reduce wasted staff resources, and save time for busy IT departments. However, it has developed into a must-have tool for any business using the G Suite platform. Dynamically managing email signatures and customising deprovisioning policies are business fundamentals that simply can not be managed directly within G Suite, but are features of CloudM Manage that offer an immediate return on investment, and allow you to unlock the real power of your cloud-based system. For a more detailed demonstration of CloudM Manage and how Smart Teams could help your business, get in touch with our team or click below to read more.