User groups allow you to cluster users based on their profile field information, such as location, department, and so on.
User groups are essential for the following use cases:
- Targeted email communication: Send personalized and relevant messages by defining which user groups should receive specific emails.
- Access and permission management: Simplify user management in the Studio by assigning permissions to groups instead of individual users. For example, you can grant folder access to a group rather than manually adding multiple users.
Methods for Creating User Groups
There are two ways to create user groups in Staffbase Email. You can create them:
- From Studio
- Using Microsoft Entra ID
Based on Conditions
You can create user groups by defining conditions that determine group membership. Groups can be set up with one or multiple conditions using the following logic:
- AND: Includes only users who meet all specified conditions to be a part of the group.
- OR: Includes all users who meet any of the specified conditions to be a part of the group.
- Using these groups, you can create precise or broad groups to cater to your email targeting needs.
Examples
Scenario 1:
To create a group of users in the Marketing department at a specific location, use the AND logic to exclude all other users.
Scenario 2:
To create a group of users in either the Marketing or Sales department or those in positions, such as CEO or VP, use the OR logic to include anyone meeting one of these conditions.
Manually
You can create user groups by manually selecting individual users. While this method requires more effort, it offers full flexibility when you need to create or modify user groups quickly. This approach is ideal for one-time or ad hoc group setups.
Entra ID Integration
You can sync user groups existing in your Microsoft Entra ID if you have set up the Entra ID integration. These can only be used for syncing your contacts in Staffbase Email. The integration also ensures that the user groups stay constantly updated through automatic syncs.
After creating user groups, users are automatically assigned to the appropriate groups if their profile field information matches the group's conditions. This ensures that groups remain up-to-date as users are added or their details change.
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