Using Smart Groups, you can easily create groups of users based on specific criteria. Smart Groups are highly customizable and dynamic. You can use these groups with phishing campaigns, training campaigns, or to quickly generate a variety of reports.
The Smart Groups feature is only available to Platinum and Diamond subscription levels. If you're interested in upgrading contact your Customer Success Manager. If you aren't sure who your CSM is, a member of our support team can help. Submit a support ticket here.
Smart Groups can be used in conjunction with your existing standard user groups. The difference between Smart Groups and standard groups is that with Smart Groups, you are able to define distinct criteria from an expansive array of options to dynamically include or exclude users.
We also have a video that provides an example of how to set up a Smart Group.
Why Should I Use Smart Groups?
How Do I Use Smart Groups?
Selecting Your Smart Group Criteria
-User Field Criteria
-User Date Criteria
-Phish Event Criteria
-After Training Criteria
Frequently Asked Questions (FAQs)
Why Should I Use Smart Groups?
Smart Group memberships are dynamically-updated; therefore, users will flow in and out of the groups as they meet or no longer meet the criteria set for the group. This dynamism allows for advanced workflow and reporting actions:
- Identify users that have failed phishing tests more than or less than a specified number of times
- Identify users that have failed phishing tests prior to training but not after training
- Identify users that have not taken training and have failed a phishing test one or more times
- Identify users that were enrolled in training but did not meet their deadline
- Identify users with a user field (Location, Job Title, Manager, Email, etc.) that contains specific words or letters
- Identify users who have or haven’t been phished in a specified time frame
- Identify users who have or haven’t been trained in a specified time frame
- Identify users who were added since or before a specified date or time frame
- Identify users who are or are not members of a specified group
- Automatically assign annual training to users when it’s been more than a year since they’ve previously completed training
- Assign specialized remedial training to people that have the highest phishing test failure rates/Phish Prone Percentage
- Phish users more intensively if they’ve recently taken remedial training as a result of failing a phishing test
These are only some of the many possibilities with Smart Groups; the different criteria can be easily linked together to create sophisticated groups. For example, you could create a group containing only your London and/or New York-based employees that had been phished twice in the past 30 days, are members of the Accounting group, entered data into a simulated phishing landing page, and had been enrolled in, but not yet completed a specific remedial training course.
How Do I Use Smart Groups?
To create a Smart Group, click on Users and then the Groups tab. Use the “+New Group” button to name your group. Your Smart Group's name cannot match any existing groups in your console. Then, be sure to check the Smart Group check box. Click "Submit" to create your group.
Next, you will add rules to filter users into the group. You can add up to five rules per Smart Group. Each criteria type has customization options so you can meticulously define the users you’d like within that Smart Group.
Click the “+Add a new criteria” drop-down menu to select the first criteria type you want to include in your Smart Group.
- Once you specify the criteria type and the options within, the number of users who fit this rule will show in green on the right-hand side.
- As you add more rules, the user count will reflect who qualifies for the current rule as well as all of the above rules.
- The total number of users meeting all of the specified rules is listed on the bottom-right in orange.
- Click the "Save" button in order for the affected users to populate, as shown below.
You MUST click the “Save” button to create the Smart Group's user memberships.
- You can search for particular users to inquire if they are a member of the Smart Group.
- You can add and remove columns for an optimal display of data.
- You can easily download a CSV report of the users who fit the criteria of your Smart Group at any given time.
- To add one or more users to a standard group, you can simply check the box next to each user you wish to add, then select the group in the upper right-hand drop-down box and click the “Add selected to group” button.
- If you'd like to see a visual representation of the rules that you have created, click on this button to see a Venn diagram.
- Each circle represents a different rule; the color of the circle will match the bar on the left-hand side of the criteria type. If you hover your mouse where all of the circles overlap, the total number of users who meet all of the criteria rules will show.
In the next section, you will find details about the different criteria types you can use to create your Smart Group rules.
Selecting Your Smart Group Criteria
You can create Smart Groups with any combination of rules, using up to five different specifications.
User Field Criteria
The User Field criteria type allows filtering of users via any attributes that can be found on their individual profiles. These attributes include First Name, Last Name, Location, Manager, Manager’s Email, User Email, Job Title, Phone Number, Phone Number Extension, Mobile Phone Number, and Division. In addition to these personal attributes, users can also be filtered by their Phish Prone Percentage or group memberships.
Once you have selected the User Field criteria type, click on each of the options as needed to select the desired specifications for your Smart Group. For example, you would click on must to change it to must not.
As an example, if you wanted to target a group of users from a specific location for a phishing or training campaign, your Smart Group would have the following rule:
The [select location from the drop-down menu] must be equal to [type relevant city, country, or area and hit "Enter" on your keyboard to create a "tag"].
Manually-created "tags" are not case sensitive. They can also be left blank if you would like to filter the group to contain all users who do not have an entry for the specified attribute.
Another scenario could be to create a group based on users who share the same manager. Your Smart Group would have the following rule:
The [select Manager from the drop-down menu] must be equal to [type desired manager's name and hit "Enter" on your keyboard to create a "tag"].
You can include multiple rules for the same type of criteria, for instance, two (or more) User Field criteria types can be used for the same Smart Group.
User Date Criteria
The User Date criteria type can be used for creating Smart Groups based on when users were added to the KnowBe4 console or when they last logged into the console.
Once you have selected the User Date criteria type, click on each of the options as needed to select the desired specifications for your Smart Group.
For example, if you want to create a group of new employees added within the last six months so you can assign a training campaign to these users, your Smart Group would have the following rule:
The user must have been created in the last 6 months [or another specified time frame].
Phish Event Criteria
The Phish Event criteria type allows you to filter users into groups based on their actions with the simulated phishing tests they have been included in. This criteria type enhances your ability to identify the users who may or may not be improving as a result of the phishing tests you have conducted, enabling you to assign remedial training campaigns or advanced phishing tests for this Smart Group.
Once you have selected the Phish Event criteria type, click on each of the options as needed to select the desired specifications for your Smart Group.
For example, if you would like to create a Smart Group based on users that have clicked more than two times, your Smart Group would have the following rule:
User must have clicked more than 2 times ever [or another specified time frame].
The Training criteria type allows you to filter users into a Smart Group based on what courses they have or have not been enrolled in, started, or completed. This type of Smart Group will allow you to easily find which users have or haven't completed their assigned training. It could also allow you to automatically phish test your users as soon as they complete their training.
Once you have selected the Training criteria type, click on each of the options to clarify the desired specifications for your Smart Group.
For example, if you would like to create a Smart Group of users who have completed a course included in a remedial training campaign, your Smart Group would have the following rule:
User has completed all of these [select a relevant course from drop-down menu] ever [or another specified time frame].
After Training Criteria
The After Training criteria type is useful for creating groups of users who have or have not failed a phishing security test after completing their assigned training course(s).
Once you have selected the After Training criteria type, click on each of the options as needed to select the desired specifications for your Smart Group.
For example, if you would like to create a Smart Group for users who have clicked a phishing test after completing a training course, your Smart Group would have the following rule:
User must have clicked after completing: [select course that was included in your training campaign].
Frequently Asked Questions (FAQ)
- Can users be in multiple Smart Groups?
Yes, users can be in as many groups that they meet the specified criteria for.
- Can you manually add users to or remove users from Smart Groups?
No, due to the dynamic nature of these groups, users can only be automatically added to/removed from Smart Groups when they meet/no longer meet the criteria of that Smart Group, and this addition/removal occurs automatically.
- Can you change the title of a Smart Group?
Yes, under the Groups tab, use the drop-down arrow to the right of the group name to edit the title of the group.
- Can you edit Smart Group criteria after the group has been created?
Yes, but keep in mind if you save the new criteria, group members who met the former criteria but no longer meet the new criteria will be removed.
- I don’t see an option for Smart Groups in my account.
Are you a Platinum or Diamond customer? If not, you can certainly upgrade by speaking with your KnowBe4 Customer Success Manager. If you’re unsure who your Customer Success Manager is, a member of our Support Team can help. Click here to submit a ticket.
- How do I differentiate between standard groups and Smart Groups?
The Smart Groups will have a graduation cap icon to the left of the group title, since they are "smart"!
- How frequently are Smart Group memberships updated?
Smart Group memberships are updated every 15 minutes or less.
- Can I sync members from my Active Directory into a Smart Group?
No, users cannot be manually added or synced into a Smart Group. If you created a Smart Group in the console and then attempted to create and sync a group by the same name from your Active Directory, your ADI sync log would show errors and fail to sync the group.