Automate License Assignment Using Groups

Setyl integrates with Microsoft Entra, Okta, and Google Workspace to automatically sync Groups and Group membership. When someone joins or leaves a Group in your identity provider, their license assignments in Setyl update automatically. This guide covers how to set up Groups in Setyl and use them to create license automation rules.

What are Groups in Setyl?

Groups are a native concept in identity providers such as Microsoft Entra, Google Workspace, and Okta, where they are used to organise people and manage access to applications. If your organisation uses one of these providers, you likely already have Groups defined there.

Setyl can import these existing Groups and display them as an organisational attribute on each person's profile, visible under the Status & Assignments section alongside their Department, Location, and Legal Entity. Once imported, Groups remain in sync with your identity provider on an ongoing basis, reflecting any membership changes automatically.

Once Groups are present in Setyl, they can be used to create license automation rules, ensuring that license tracking remains accurate and eliminating the need to manually assign or unassign licenses.

How to add Groups to Setyl

Groups can be added to Setyl either manually or by automatically importing them from a connected identity provider.

To manually add a Group:

1. Navigate to Organisation → Groups.

2. Click + Add new Group.

3. Enter a name for the Group and click Add a Group.

Groups can also be automatically imported into Setyl from Microsoft Entra, Google Workspace, or Okta. This requires a connected integration and a one-time data mapping configuration.

To automatically import Groups from an integration: 

1. Navigate to Settings → Integrations, locate your identity provider, and click Connect. Follow the steps for your provider.

2. Navigate to Settings → Company Settings and select the Data Mapping tab.
3. Under People Data Mapping, locate the Groups field, and use the dropdown to select your integration as the source.
4. Click Save.
   

Once imported, Groups will appear under Organisation → Groups and on each person's profile under Status & Assignments. 

How to automatically assign and unassign a license using Groups

To create an automated license assignment rule:

1. Navigate to Apps → All Apps and select the app containing the license you want to automate.
2. Select the Automation tab and click + Add Rule.
3. Select your automation mode:
   • Fully Automated — people are automatically assigned and unassigned from the license based on their Group membership.
   • Semi Automated — people are automatically assigned to the license when they join the Group, but unassignment must be handled manually.
4. Under Select License, choose the license you want to automate.
5. Select Assign and unassign based on the following Groups.
6. Use the Groups dropdown to select one or more Groups to base the rule on.
7. Click Add Rule.

Setyl will immediately apply the rule to all current members of the selected Group(s) and will continue to update assignments automatically as membership changes in your identity provider.

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