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Smart Group Update Schedule

You can create a Smart Group Update schedule and bind it to Smart Groups and Dynasties in an identity store. When the schedule runs, it updates the following:

  • Group membership - Each Smart Group and Dynasty has a user-defined query specified for it. When a Smart Group Update schedule runs, it updates the membership of target groups with records fetched by the query.
  • Certain attribute values for nested Smart Groups and Dynasty children.

A Smart Group or Dynasty that is not linked with a Smart Group Update schedule will not be auto updated.

You can configure notifications for a schedule that are sent to designated recipients in response to an event, such as when the schedule successfully updates all target groups or fails to update any target group.

Create a Smart Group Update Schedule​

Follow the steps to create a Smart Group Update Scedule.

Step 1 – In Admin Center, click Identity Stores in the left pane.

Step 2 – On the Identity Stores page, click the ellipsis button for an identity store and select Edit.

Step 3 – Click Schedules under Settings in the left pane.

Step 4 – On the Schedules page, click Add Schedule and select Smart Group Update Job. The Create Schedule page is displayed.

Step 5 – In the Schedule Name box, enter a name for the schedule.

Step 6 – The Name Preview box displays the schedule name prefixed with _SmartGroup__; the schedule is displayed with this name in email notifications.

Step 7 – Select a Directory Manager portal URL in the Portal URL drop-down list to include it in notifications generated for the schedule. Users are redirected to this portal to perform any necessary action.

Step 8 – In the Scheduler Service Name drop-down list, select a Scheduler service that would be responsible for triggering this schedule. The number of services displayed in the list depend on the number of nodes in all Elasticsearch clusters in the environment, as each node has its own Scheduler service. See the Scheduler Service topic for additional information.

Please note the following while selecting a Scheduler service:

  • The Scheduler service for the Directory Manager instance on which you are creating the schedule is selected by default. However, you can select the Scheduler service of another instance as well.

  • The Scheduler service can be changed even after creating the schedule. Upon the next run, the schedule will be triggered by the newly-selected Scheduler service.

  • If the selected Scheduler service fails to trigger the schedule, then no other Scheduler service can be selected automatically.

  • If a schedule is run manually on the Admin Center, then the Scheduler service of that instance will be used.

Step 9 – You can specify containers and groups as targets for the schedule. For a container, the schedule processes all groups in it and its sub-containers. In the case of groups, the schedule processes the added groups only (i.e., it does not process nested groups).

  1. To specific containers as target, follow step 9 in the Create a Group Usage Service Schedule topic. The schedule will process all Smart Groups and Dynasties in the containers and their sub-containers listed in the Target(s) area.

  2. To add Smart Groups and Dynasties as targets, click Add Group. On the Add Object(s) dialog box, specify a container to search for the desired groups; then perform a search to locate and select the groups.

    • Click the down arrow in the Search Container box and select a container to limit the search scope to it.
    • Select the Include Sub-Containers check box to include the sub-containers within the selected container to search for the group(s).
    • Enter a search string in the search box; group names starting with the string are displayed as you type. Click Add for a group to select it.
      You can also perform an advanced search to locate a group. Click Advanced in the search box and use the search fields to enter a search string. On clicking Search, groups matching the string are displayed. Select the group you want to add as target.
    • After selecting one or more groups, click Add the groups are displayed in the Target(s) area.

  3. To remove a container or group in the Target(s) area, click Remove for it.
    To remove all target objects, click Remove All.

Step 10 – Click Add Triggers in the Triggers area to specify a triggering criterion for the schedule, that, when met, starts the execution of the schedule. Follow step 11 in the Create a Group Usage Service Schedule topic to add triggers.

Step 11 – Click Add Authentication in the Authentication area to specify an account for running the schedule in the identity store. Follow step 12 in the Create a Group Usage Service Schedule topic for additional information.

Step 12 – To enable notifications for the schedule, click Notifications. On the Notifications dialog box, specify an event for triggering notifications for the schedule and add recipients.

  1. Use the toggle button at the top to enable notifications for the schedule.

  2. In the Send Notification to the following email IDs box, enter the email addresses of notification recipients, using a semicolon to separate multiple addresses. These recipients will get a report on the event you select for Send Notification.

    NOTE: If the email ID of a target group’s additional owner is specified in this box, the additional owner will receive notifications even if the Do not Notify check box is selected for it in the respective group’s properties.

  3. Select the Send Report to group owner(s) check box to send a report to each unique group owner of the groups processed by the schedule. A Dynasty owner receives a notification for its groups and direct child Dynasties.
    Group owners include the primary owner, additional owner(s), and Exchange additional owner(s).

    NOTE: An additional owner of a target group will not receive notifications when the Do not Notify check box is selected for it in the respective group’s properties, even with the Send Report to group owner(s) check box selected.

  4. In the Send Notification area, select one of the following options:

    • Always – Always send notifications, whether the schedule succeeds or fails to update the groups.
    • Only when job succeeds – Send notifications when the schedule successfully updates all the groups. Even when one group fails to be updated, notifications are not sent.
    • Only when job fails – Send notifications when the schedule fails to update groups, even when all except one group is not updated.
    • Only when membership changes – Send notifications when any changes are made to group membership as a result of the schedule run.

  5. Click Save.

    NOTE: When a Smart Group Update schedule is bound to a single OU that contains all expired Smart Groups/Dynasties, notifications will not be sent, even if the Always option is selected. Expired Smart Groups and Dynasties are not evaluated for the update process. However, even if one group in the OU is not expired, notifications will be sent for all objects with failed status for expired objects.

Step 13 – On the Create Schedule page, click Create Schedule.

Step 14 – On the Schedules page, click Save.
The schedule is displayed under Smart Group Update. See the View the Schedules in an Identity Store  topic for more info for additional information.