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What the Grouping record is and how to use it

  • Updated

This article explains what the Grouping record is, how to access it, what each tab shows and how it differs from the User record.

What the Grouping record is

The Grouping record brings together on a single screen what happens with a group, a functional area or a hierarchy level: who makes it up and what its users add up to in awareness, behavior in simulations, risk, nudges, playbooks and activity. From it you can drill down to the record of any of its users.

The record is read-only and requires no configuration. Its structure is the same as the User record. You can find the detail of each tab in the following article: What the User record is and how to use it.

Before you begin

To open the record, your role needs the View permission. To use the grouping's edit button, you also need the Manage users and groups permission.

How to open the Grouping record

  1. From the sidebar, go to People > Groups, People > Functional Areas or People > Levels of Hierarchy.
  2. Click the grouping's name in the Name column.

In those lists, editing the grouping moves to the button in the Actions column.

You can also open it from the Data tab of a User record, by clicking any of its functional areas, hierarchy levels or groups.

The Grouping record has no entry of its own in the sidebar or in Reports: it always opens from the grouping's name.

Smart groups do not have a record

Smart Groups do not have a Grouping record, because their membership is defined by a criterion and changes constantly. In People > Smart Groups, the name still opens the edit form. In the User record, smart groups are shown without a link.

The header

The header shows:

  • The grouping's name.
  • Its type: Group, Functional area or Hierarchy level.
  • How many users it has, its origin and its status.

On the right are the Period selector, the Download as PDF button and the edit button: Edit group, Edit functional area or Edit hierarchy level. When you save the edit, the platform returns to the record.

All figures are calculated on the grouping's active users. Inactive users still belong to it, but are not counted in any figure. The number of inactive users is shown next to the name.

Tabs

The Grouping record has the same tabs as the User record, and they appear under the same rules: Data and Activity always, and the others depending on the components your organization has contracted. In each table, the User column opens that person's record.

  • Data: the Users in the grouping table, with the User, Name and Email columns, and Behavior if your organization has Phishing or Ransomware. You can narrow it down by the other two types of grouping and by behavior in simulations. Each filter option shows how many users it has.
  • Awareness: the grouping's awareness status, exam scores, the Awareness assignments table and the content its users completed on their own. When there are overdue assignments, the table opens filtered by Overdue: clear that filter to see all of them.
  • Behavior: the simulations received by its users, its resilience, how many users there are in each behavior in simulations, the reporting habit and the Simulations received table. When there are falls, the table opens filtered by Fell for it.
  • Risk: the Average SMARTFENSE Scoring of its users, weighted by band; How risk is distributed across the bands; the SMARTFENSE Scoring evolution; and the Plan lists, which show how many of its users appear in the Priority users for intervention and Awareness champions reports.
  • Nudges and Playbooks: the same information as in the User record, added up across the grouping's users.
  • Activity: How its users are doing, which shows how many are still consuming content; the grouping's cadence and time slot; the Account activity of its users; and, with Gamification, the badges they earned.

The period filter

The Period selector works the same way as in the User record: it offers Entire history, Last 30 days, Last 90 days and Last 12 months, and limits events, not the current status.

  • It applies to Awareness, Behavior, Nudges, Playbooks and Activity.
  • It does not apply to Data or Risk.
  • How its users are doing describes the present and is not limited by the period.

Downloads

The Grouping record offers two downloads:

  • CSV of each table: the CSV button on each card with a table downloads what the table is showing, with the period, filters and search applied.
  • PDF of the record:
    1. Click Download as PDF.
    2. Wait while the screen goes through the tabs to build the document.

The evidence package (.zip) is available only in the User record. To get the full file of a person in the grouping, open their record from the User column.

Special cases

A grouping with no active users

The record opens, the header shows 0 users and each card shows "This grouping has no active users.". If the grouping has inactive users, the header shows how many.

💡 Best practices

  • Use the Grouping record for meetings with the head of an area: the Data tab lets you go from the figure to the people.
  • Filter the Users in the grouping table by behavior in simulations to quickly identify Repeat offender or To watch users.
  • Use Last 90 days to follow an area's quarterly evolution without losing sight of its current risk.
  • Keep in mind that figures exclude inactive users when comparing groupings of different sizes.