- Administration
- Group management
- Manage rules in dynamic groups
Manage rules in dynamic groups
Learn how to create, edit, and delete rules in dynamic groups via the web app.This feature is currently in Early Access. If you're interested, please contact your customer success manager to check if your organization is eligible.
What are rules in dynamic groups?
Rules define the conditions for automatically adding users to a dynamic group. These conditions are based on custom user fields, like role, location, or manager. When a user’s details match the rule criteria, they’ll be added or removed from the group automatically, helping you keep group membership up to date without the need for manual changes.
Available rules and operations
You can set up your dynamic group using different rules and operations depending on the user field's data type.
Rule logic
The rule logic defines how rules are evaluated together, either requiring all rules to match or allowing any matching rule to apply. Please note that only one combinator can be used to evaluate multiple rules at a time.
Combinator | Description | Example |
|---|---|---|
| All rules must be true for a user to be added to the dynamic group. | If "Start date" is after Jan 1, 2024; If "Manager" is People Manager; and If "Shirt size" is Large; Only users who match all three of those rules will be added to the group. |
| A user only needs to match one or more of the rules to be added to the dynamic group. | If "Start date" is after Jan 1, 2024; If "Manager" is People Manager; and If "Shirt size" is Large; Any user who matches at least one of those rules will be added to the group. |
Text
You can add up to 250 values per rule.
Operator | Description | Example |
|---|---|---|
| Matches if the user field is exactly the value you specify. | If Job role is "Customer Support", only users with that exact job role will be added. |
| Matches if the user field is anything except the value you specify. | If Job role is not "Customer Support", all users with a different job role will be added. |
| Matches if the user field includes the value you specify. | If Job role contains "Customer", users with roles like "Customer Support" and "Customer Success" will be added. |
| Matches if the user field doesn't include the value you specify. | If Job role doesn't contain "Customer", users whose job role doesn’t include "Customer" will be added. |
Please note that details added for the “Text” data type are case-sensitive.
Date
You can only select one value per rule.
Operator | Description | Example |
|---|---|---|
| Matches if the user field is before the value you specify. | For example, if Hire date is before "January 1, 2024", users hired before that date will be added. |
| Matches if the user field is after the value you specify. | For example, if Hire date is after "January 1, 2024", users hired after that date will be added. |
| Matches if the user field is exactly the value you specify. | For example, if Hire date is exactly "January 1, 2024", users hired on that date will be added. |
| Matches if the user field is anything except the value you specify. | For example, if Hire date is not "January 1, 2024", users hired on any other date will be added. |
User
You can select up to 250 values per rule.
Operator | Description | Example |
|---|---|---|
| Matches if the user field is exactly the value you specify. | For example, if Manager is "John Doe", users with that exact manager will be added. |
| Matches if the user field is anything except the value you specify. | For example, if Manager is not "John Doe", users with any other manager will be added. |
Multiple choice
You can select up to 250 values per rule.
Operator | Description | Example |
|---|---|---|
| Matches if the user field is exactly or one of the values you specify. | For example, if Shirt size is "Small" and "Medium", users with "Large" won't be added. |
| Matches if the user field is anything except the value(s) you specify. | For example, if Shirt size is "Large", users with other sizes will be added. |
Each dynamic group can only have up to 5 rules.
Manage rules in a dynamic group
Click your organization name on the lower-left corner of the page and select Groups.
Create or edit a dynamic group.
In the "Conditional rules applied" section, click
to manage the rules accordingly:Click
Add condition to add a new rule. You can add up to 5 rules to define the conditions for your dynamic group.Select the rule logic, user fields, operators, and values from the dropdowns to edit existing rules.
Click
on the right-hand side to delete a rule.
Click Save.
In the pop-up window, click Save and apply.
Archiving user fields used in dynamic group rules will convert them to normal groups. Restoring a user field won't convert the groups back to being dynamic, and you'll need to create one again.
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