Using Groups in Bitium
Using Bitium’s Groups functionality lets you quickly and easily organize your employees. Whether it is by department, location, role, or any other category; using Groups simplifies employee onboarding and offboarding and lets you give control of each Group to the appropriate person in your organization.
To get to the Groups Overview page, select “Manage Groups” from the admin menu. (NOTE: You must be a Bitium Admin or a Group Admin to see this option.) Once on the overview page, you will see all of the groups in your organization and their respective user and app counts.
To create a new Group, click the blue “Create Group” button, enter a group name and description (optional), and click “Continue.” The new Group will now appear in the list.
When creating a new group, you will have the option to add all users in your organization to this group. This is particularly useful to deploy apps that are used by every employee in your organization. Whenever a new user is added to your organization, they will automatically added to this group.
All that’s needed to complete the group app assignment is the completion of the tasks, which are generated once the user is added to your organization.
Adding and Removing Group Apps and Users
Add an app to the group - Click the name of the Group to which you want to add an app. Then, click the blue ‘Add Apps’ button and you will be taken to a list of all installed applications in your organization. Select the applications that you would like to add to the group and click “Done.” You can also add apps to a group when adding an app for the first time.
Add a user to the group - From the Group page, click the blue ‘Add Users’ button and you will be taken to a list of all users in your organization that are not already in the selected group. Select the users that you would like to add to the group and click Done. You can also add a user to a group when inviting a new user into the org.
Remove apps from the group - On the apps tab for each group you will see an X next to each app. If you click and confirm, this app will no longer be available to the group.
Remove users from the group - On the users tab for each group you will see a “Remove” button next to each user. If you click and confirm, this user will no longer be in the group.
Occasionally, when adding an app or user to a group, additional confirmation or configuration is required before the action can be completed. When additional steps are required, a Task is created for an admin to complete. Below is a list of Group-related situations that would result in the creation of a Task. For additional information on Tasks, click on the link for Tasks 101. There are only 3 Tasks relevant to Groups.
ACTION: Add a user to a group that has existing applications associated with it.
TASK CREATED: Create new account for applications in group for new user
ACTION: Add an application to a group that already has existing users in it.
TASK CREATED: Create new accounts for users in group in new application
ACTION: ‘Create New Account’ was selected as the subscription option when confirming the provisioning of an app to a particular user in a group.
TASK CREATED: Create an account for the user in the app (outside of Bitium, i.e. at the third party app’s website) and verify on the Task page when complete.
Best Practices and Tips
When setting up Groups for the first time, we recommend adding applications to the group first, then adding users. Some examples of how Bitium clients have Groups their employees are by client or customer, by department, by office location, or by employee type... just to name a few!