BetterCloud FAQs

Contents

User is Suspended or No Longer Exists

GmailDisabled for Org Unit

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Gmail service disabled.

Our suggestion:

Please check if: (1) User is in an Org Unit with Gmail enabled (2) User has not been deleted (3) User has not been suspended."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Gmailis not enabled for this user's org unit, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

GmailDisabled for Org Unit

To confirm that Gmailis enabled for this user's org unit, navigate to > Apps > G Suite.Locate the 'three dot' icon next to the listing for Gmail, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Gmailis enabled.

Contents

User is Suspended or No Longer Exists

GmailDisabled for Org Unit

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Gmail service disabled.

Our suggestion:

Please check if: (1) User is in an Org Unit with Gmailenabled (2) User has not been deleted (3) User has not been suspended."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Gmailis not enabled for this user's org unit, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

GmailDisabled for Org Unit

To confirm that Gmailis enabled for this user's org unit, navigate to > Apps > G Suite.Locate the 'three dot' icon next to the listing for Gmail, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Gmailis enabled.

Contents

User is Suspended or No Longer Exists

CalendarsDisabled for Org Unit

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Calendar service disabled.

Our suggestion:

Please check if: (1) User is in an Org Unit with Calendars enabled (2) User has not been deleted (3) User has not been suspended."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Google Calendaris not enabled for this user's org unit, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

CalendarsDisabled for Org Unit

To confirm that Google Calendaris enabled for this user's org unit, navigate to > Apps > G Suite.Locate the 'three dot' icon next to the listing for Calendars, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Calendars is enabled.

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User is Suspended or No Longer Exists

Sites Disabled for Org Unit

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Sites service disabled; BetterCloud is out of sync.

Our suggestion:

Please check if: (1) User is in an Org Unit with Sites enabled (2) User has not been deleted (3) User has not been suspended (4) Sites has been recently synced in BetterCloud."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Google Sites is not enabled for this user's org unit, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

Sites Disabled for Org Unit

To confirm that Sites is enabled for this user's org unit, navigate to > Apps > G Suite.Locate the 'three dot' icon next to the listing for Sites, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Sites is enabled.

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User / Destination User No Longer Exists

Drive Disabled for Org Unit

BetterCloud Disabled for Org Unit

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted; Destination user (user being shared with) deleted; Drive service is disabled.

Our suggestion:

Please check if: (1) User has been deleted (2) Destination user (user being shared with) has been deleted (3) User is not in an Org Unit with Drive Disabled (5) User is not in an Org Unit with BetterCloud Disabled."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has may no longer exist on your domain (has already been deleted), the user to receive this shared document may no longer exist on your domain (has already been deleted), the user is in an org unit with Drive disabled, and/or the user is in an org unit with BetterCloud disabled.For troubleshooting each of these items, please read on below.

User / Destination User is Suspended or No Longer Exists

To confirm that the users affected by your workflow currently exist in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

Drive Disabled for Org Unit

To confirm that GoogleDriveis enabled for this user's org unit, navigate to admin.google.com > Apps > G Suite.Locate the 'three dot' icon next to the listing for Drive, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Driveis enabled.

BetterCloud Disabled for Org Unit

To confirm that BetterCloudis enabled for your domain, navigate to > Apps > Marketplace Apps.Locate the 'three dot' icon next to the listing for BetterCloud, and select"ON for everyone".

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User is Suspended or No Longer Exists

GmailDisabled for Org Unit

IMAP/POP Disabled for Domain

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Gmail service disabled; POP and IMAP access is disabled.

Our suggestion:

Please check if: (1) User is in an Org Unit with Gmailenabled (2) IMAP and POP are enabled for your domain (3) User has not been deleted (4) User has not been suspended."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Gmailis not enabled for this user's org unit, IMAP/POP settings are disabled for your domain, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

GmailDisabled for Org Unit

To confirm that Gmailis enabled for this user's org unit, navigate to admin.google.com > Apps >G Suite.Locate the 'three dot' icon next to the listing for Gmail, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Gmailis enabled.

IMAP/POP Disabled for Domain

To confirm that IMAP/POP settings are enabled for your domain, navigate to > Apps > G Suite> Gmail > User Settings.Scroll down to "End User Access" > "POP and IMAP Access", and confirm that this box is unchecked.

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User is Suspended or No Longer Exists

GmailDisabled for Org Unit

IMAP/POP Disabled for Domain

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Gmail service disabled; POP and IMAP access is disabled.

Our suggestion:

Please check if: (1) User is in an Org Unit with Gmailenabled (2) IMAP and POP are enabled for your domain (3) User has not been deleted (4) User has not been suspended."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Gmailis not enabled for this user's org unit, IMAP/POP settings are disabled for your domain, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

GmailDisabled for Org Unit

To confirm that Gmailis enabled for this user's org unit, navigate to admin.google.com > Apps > G Suite.Locate the 'three dot' icon next to the listing for Gmail, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Gmailis enabled.

IMAP/POP Disabled for Domain

To confirm that IMAP/POP settings are enabled for your domain, navigate to > Apps > G Suite>Gmail > User Settings.Scroll down to "End User Access" > "POP and IMAP Access", and confirm that this box is unchecked.

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User was Recently Restore from a Suspended or Deleted State

Delegation is Pending in Gmail

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User recently restored from a suspended or deleted state; delegation was created in gmail and is in a pending state.

Our suggestion:

Please check if this user was recently restored from a suspended or deleted state, or if the delegation is currently in a pending state in Gmail."

In this case, the action in your workflow may have failed for one of following reasons: the user in question wasrecently restored from a suspendedor deleted state, or the delegation pairing belonging to this user was created in Gmail and is in a pending state.

User was Recently Restored from a Suspended or Deleted State

If a user was recently restored from a suspended or deleted state (within 30 minutes to an hour) Gmail can sometimes require this additional time to return to full functionality, and during this time certain email related tasks may fail.

To audit any records of auser being recently restored to an active state, please navigate to admin.google.com > Reports > Admin,enter"User Activation" in the left side "Event Name" field, and click "Search":

Delegation is Pending in Gmail

If a delegation invitation was created in Gmail by the target user, but left by the invitee in a pending state, Google prevents BetterCloud from deleting these inactive pairings.

To audit any pairings in this state, you must have direct accessto the target user's Gmail inbox. Navigate to the gear icon in the top right corner, select "Settings", and then the "Accounts" tab. Scroll down to "Grant Access to your account" and delete any "pending" or "expired" pairings:

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User is Suspended or No Longer Exists

GmailDisabled for Org Unit

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Gmail service disabled.

Our suggestion:

Please check if: (1) User is in an Org Unit with Gmail enabled (2) User has not been deleted (3) User has not been suspended."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Gmailis not enabled for this user's org unit, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

GmailDisabled for Org Unit

To confirm that Gmailis enabled for this user's org unit, navigate to > Apps > G Suite.Locate the 'three dot' icon next to the listing for Gmail, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Gmailis enabled.

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User is Suspended or No Longer Exists

GmailDisabled for Org Unit

Send-as Alias Does Not Exist

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Gmail service disabled; Send-as address does not exist on domain.

Our suggestion:

Please check if: (1) User is in an Org Unit with Gmail enabled (2) Send-as address exists on your domain (3) User has not been deleted or suspended."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Gmailis not enabled for this user's org unit, the send-as alias set in your workflow does not exist on your domain, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

GmailDisabled for Org Unit

To confirm that Gmailis enabled for this user's org unit, navigate to admin.google.com > Apps > G Suite.Locate the 'three dot' icon next to the listing for Gmail, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Gmailis enabled.

Send-as Alias Does Not Exist

In order to set a send-as alias for a user, the email address to be used must already exist on your domain in some form - for example, as an email alias, group address/alias or primary user address.

In order to confirm that the email address you want to use already exists, your best search option would be to navigate to and enter the email address into the search bar at the top of the page:

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User is Suspended or No Longer Exists

GmailDisabled for Org Unit

Forwarding Address is Domain External

If you received the following error message in response to your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User deleted or suspended; Gmail service disabled; Forwarding address is domain external.

Our suggestion:

Please check if: (1) User is in an Org Unit with Gmail enabled (2) Forwarding address exists on your domain (3) User has not been deleted or suspended."

In this case, the action in your workflow may have failed for one of following reasons: the user in question has been suspended or may no longer exist on your domain (has already been deleted), Gmailis not enabled for this user's org unit, theforwarding address in your workflow does not exist on your domain, and/or BetterCloudmay be out of sync with your Google data.For troubleshooting each of these items, please read on below.

User is Suspended or No Longer Exists

To confirm that the user affected by your workflow currently exists in an active state on your domain, please utilize the search bar at the top of your BetterCloud window; existing user names will auto-populate a selection, and direct you to the appropriate profile page.

You may also survey all users by navigating to Directory > Users > Explore.

admin.google.com

On your user's profile page, you can view current account status on the right side. Hovering over the status icon will provide you with an option to change this status; you can also select "Suspend/Restore User" from the options on the left side of the page.

If you cannot find your user in BetterCloud, he or she may have already been deleted. If so, you can view recently deleted users (and restore them, if necessary) for up to five days after their deletion date in the Admin Console. Please see: Restore a Recently Deleted User

If you see any discrepancies in your directory in BetterCloud vs the Admin Console, you can run a sync to resolve them. To run a sync, please see the last item below.

GmailDisabled for Org Unit

To confirm that Gmailis enabled for this user's org unit, navigate to admin.google.com > Apps > G Suite.Locate the 'three dot' icon next to the listing for Gmail, and select either"ON for everyone", or ensure that the appropriate org unit is included among the org units for which Gmailis enabled.

Forwarding Address is Domain External

Due to limitations in Google's API, BetterCloud can only be usedto create forwarding rulestodomain-internal addresses. In order to set a forwarding addressfor a user, the email address to be used must already exist on your domainas a user's primary email address or email alias.

In order to confirm that the email address you want to use already exists on your domain, your best search option would be to navigate to and enter the email address into the search bar at the top of the page:

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Channel is Active

Workflow Creator Has Necessary Permissions

Affected User Has Necessary Permissions

Slack Team Settings Support This Action

If you received the following error message in response to this Slack action in your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: Channel has been archived or does not exist, workflow creator does not have permission to access this channel, Slack team does not support additions to this channel, user does not have permission to be added to this channel.

Our suggestion:

Please check if: (1) Channel is active, (2) workflow creator has necessary permissions, (3) affected user has necessary permissions, (4) Slack team settings support this action."

In this case, the action in your workflow may have failed for one of following reasons: the channel in question may not exist, the creator of the workflow does not have the necessary permissions in Slack to make this addition, the user in question does not have the necessary access permissions to join this channel, or the settings for your Slack team may not support this action.For troubleshooting each of these items, please read on below.

Channel is Active

To confirm that the noted channel is active in your Slack team, please navigate into your Slack instance. Locate the channel among your list in the left navigation bar, or click on the "Channel" header to browse and search for it.

here

If you cannot find your channel, it may not exist or has since been archived or deleted. Archived or deleted channels cannot be restored to an active state.

Workflow Creator Has Necessary Permissions

To ensure that the user creating the workflow has adequate permissions in Slack to support this action, please confirm their status by navigating to the Manage your team Slack page:

You can view a full list of Slack roles and permissions here.

Affected UserHas Necessary Permissions

To ensure that the user being affected by the workflow has adequate permissions in Slack to support this action, please confirm their status by navigating to the Manage your team Slack page:

You can view a full list of Slack roles and permissions here.

Slack Team Settings Support This Action

To ensure that your Slack team's settings support this action, please review them .

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Channel is Active

Workflow Creator Has Necessary Permissions

Affected User Has Necessary Permissions

Slack Team Settings Support This Action

If you received the following error message in response to this Slack action in your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: Channel has been archived or does not exist, workflow creator does not have permission to access this channel, Slack team does not support removals from this channel, user does not have permission to be removed from this channel.

Our suggestion:

Please check if: (1) Channel is active, (2) workflow creator has necessary permissions, (3) affected user has necessary permissions, Slack team settings support this action."

In this case, the action in your workflow may have failed for one of following reasons: the channel in question may not exist, the creator of the workflow does not have the necessary permissions in Slack to make this removal, the user in question cannot be removed fromthis channel, or the settings for your Slack team may not support this action.For troubleshooting each of these items, please read on below.

Channel is Active

To confirm that the noted channel is active in your Slack team, please navigate into your Slack instance. Locate the channel among your list in the left navigation bar, or click on the "Channel" header to browse and search for it.

here

If you cannot find your channel, it may not exist or has since been archived or deleted. Archived or deleted channels cannot be restored to an active state.

Workflow Creator Has Necessary Permissions

To ensure that the user creating the workflow has adequate permissions in Slack to support this action, please confirm their status by navigating to the Manage your team Slack page:

You can view a full list of Slack roles and permissions here.

Affected UserHas Necessary Permissions

To ensure that the user being affected by the workflow has adequate permissions in Slack to support this action, please confirm their status by navigating to the Manage your team Slack page:

You can view a full list of Slack roles and permissions here.

Slack Team Settings Support This Action

To ensure that your Slack team's settings support this action, please review them .

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User is Active

Message meets limits

Rate Limit Exceeded

If you received the following error message in response to this Slack action in your workflow, this article can help you troubleshoot possible causes:

"Why it failed:

This action may have failed for one of the following reasons: User has been disabled or does not exist, Message is too long, Message includes too many attachments, rate limit exceeded.

Our suggestion:

Please check if: (1) The user is active, (2) message includes fewer than 4000 characters, (3) message includes fewer than 100 attachments, (4) daily rate limit has not been exceeded."

In this case, the action in your workflow may have failed for one of following reasons: the user addressed in your message maynot exist, the message is too long or includes too many attachments, or your domain's daily rate limit has been exceeded.For troubleshooting each of these items, please read on below.

User is Active

To confirm that any user noted in your message is active, please navigate into your Slack instance.You can search for active users by name or username in the search bar in the top right corner:

contact Support

If the user is not currently active in your Slack team, they must be invited and create an account before messages can be sent to them. See here for more information.

Message Meets Limits

Please ensure that your message is within the limits that Slack sets for length and attachments: Slack messages can be up to 4000 characters long, and contain no more than 100 attachments.

Rate Limit Exceeded

Slack teams are subject to daily rate limits, which control the flow of team data to ensure that Slack's system is not overwhelmed. If your team reaches this limit, no further messages will be able to be sent for that day. In this case,the only real solution would be to wait roughly 24 hours for the limit to be removed, before trying to send your message again.

If you need assistance confirming that your team has reached its daily rate limit, please .

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Sensitive Data Scanned Alert

Externally Shared and Public File Alerts

Auditing Results

Triggering a Workflow

Important/Requirements

Content scanning in BetterCloud enables you to be alerted when your domains files contain sensitive data, and to automatically take action on those files by triggering workflows. Content scanning is currently available for the following providers.

Google Drive

Box

Slack

Dropbox

There are two ways of carrying out content scanning. The first method is by configuring the Sensitive Data Scanned alert template, which enables you to scan all files for sensitive information, and also supports additional conditions to scope the alerts further. You can also add a content scanning condition to one of our exposure-focused alert templates, allowing you to hone in on sensitive data that is being shared publicly, with users outside of your domain, or with all users on your domain, and to take action accordingly.

You can find more detailed information about the kind of sensitive data that BetterCloud is scanning for here.

*Please Note:

Content Scanning is only available on our Pro and Enterprise subscription levels.

Content scanning alerts only scan documents that have been edited from this point forward. They will not retroactively scan all documents on your domain. Retroactive scanning will be added in the coming months.

Sensitive Data Scanned Alert

To get started, navigate to the Alerts Manager under Alerts > Manage from the left nav. The Sensitive Data Scanned alert is a template, meaning it must be configured prior to becoming active. To do so either click on the alerts name, or select Edit from the carrot on the right side of the page.

Pro and Enterprise

Name your alert to make sure you can identify it later, and add a description.

You can add a condition to scope this alert further, but it is not required in order to configure the alert.

The Content Scanning section is where you can decide what type of content to look for. In this example we will look for United States Social Security Numbers. You can narrow the information types presented by using the dropdown for Region and Category.

Clicking the + symbol allows you to add additional information types. Select the trash can icon next to an information type to remove it from your selection.

These additional conditions will function with OR logic, meaning that a file that contains any of the specified information types will trigger the alert.

By default the checkbox for Include Private Files will be unchecked and BetterCloud will not scan private files. You may check this box to include private files in the scan.

*Please Note: Including private files may significantly increase the amount of time the alert takes to process, and will remove any Shared With conditions from the alert.

As with any other alert, you can also set a threshold, and enable notifications through email, SMS, and webhook.

Select Publish to activate your new alert.

Content will be scanned upon the following events:

Google DriveFile AddedFile DownloadedFile EditedFile PreviewedSharing Setting ChangedCollaborator Added

BoxFile Added*File DownloadedFile Edited*File PreviewedShared Link Created*Collaborator Added*

SlackPublic File AddedPublic File EditedFile Shared Publicly

DropboxFile Added* File Downloaded File Edited* File Previewed Shared File Downloaded Shared File Viewed File Downloaded via Shared Link File Viewed via Shared Link Shared Link Added* Collaborator Added*

*Please Note: BetterCloud cannot guarantee that all events marked with an asterisk will be detected in the case of large folder trees

Externally Shared, Public, and Domain File Alerts

In order to identify sensitive data that has been shared publicly, with external users, or with your entire domain, you can add content scanning to one of the following alert templates from the Alerts Manager :

Files Shared Publicly

Files with Public Sharing Links

Files Shared Externally

Files Shared with Domain with Link

Files Shared with Domain

Other configurations for these alerts are essentially the same as for the Sensitive Data Scanned alert, but with the built-in conditions for file exposure configured by default.

Adding content scanning to one of these alerts creates a new custom alert, which can then be used to trigger workflows to revoke external sharing or send you information about the triggering file.

Auditing Results

Once your alert has triggered, it will display on the Triggered Alerts page, under Alerts > Triggered from the left nav.

Click on the result in the "Matches" column to review the matches. The review flyout shows the name of the file, the number of matches, and the date and time when the file triggered the alert. Files with multiple matches will only appear once in the review flyout. Click on the link under the Violations column to view the list of matches. The page shows the title of the file, a link to view the file, the owner, the category that was matched, and the matched text. The list of matched entries is partially obscured for security purposes.

When scanning documents, BetterCloud employs additional validation besides a basic regular expression match. If you are testing with dummy data, it will have to meet this additional validation in order to trigger the alert. Meaning, you will not be able to enter a random 9 digit number, it will also need to match the pattern of a valid Social Security Number. Additionally, in order to avoid scanning duplicate data for a file that is being actively edited, a document must be unedited for at least 5 minutes before BetterCloud will scan it.

You may also view the file from its results page:

Please note the following sharing setting requirements that must be met in order to view files in each available provider:

G Suite

All file sharing levels support view links.

Slack

Public file sharing levels support view links.

Dropbox

Files with public sharing links support view links. Dropbox generates links to files when a public sharing link has been generated for that file.

Box

Files with public sharing links support view links. Box generates links to files when a public sharing link has been generated for that file.

Triggering a Workflow

As with any other alert, once a content scanning alert is published, it can be used as a workflow event. You can locate it under the Alerts dropdown for the relevant integration in the WHEN section of the Workflow Builder.

Once the workflow is published, future events that trigger the alert will also trigger the workflow, allowing you to take automated action based on sensitive data identified on your domain.

*Please Note: Workflows will only take action on files that triggered the alert after it has been published.

Important Information/Requirements

Content Scanning is only available on our subscription levels.

Customers that are currently using Drive in g.bettercloud.com will need to contact their Customer Success Manager to migrate over to the new platform.

All content scanning is from this point forward, meaning that only documents that are edited after the alert is enabled will be scanned and can trigger the alert.

Scans are only carried out on any given document after it has not been edited for at least 5 minutes.

Currently only files under 50MB in size will be scanned.

DocuSign requires a few elaborate steps to be completed before you are able to integrate the app within your BetterCloud environment. The following is a complete outline of the steps necessary to integrate with DocuSign along with all necessary links to their website.

Process Overview

The following is an overview of the steps that need to be taken before integrating with DocuSign in the Integration Center. Each listed step is explained in its entirety up until the Go Live stage. From there, DocuSign has provided detailed documentation for the remainder of the process:

Go to https://developers.docusign.com

Create a sandbox environment

Add an application to the sandbox

Create a dummy user to run the "API tester" action against

Acquire the necessary (5) secrets and place them within the Integration Center

Use the DocuSign API test script to make the required API calls (over 20)

Once the API calls are made, apply for Go Live

Your sandbox will be reviewed. This will take 5-20 minutes

After your sandbox passes review, click Promote it to Production

Update your secrets in the Integration Center with live instance credentials

Use the script to achieve your desired results

Process

Below is a detailed explanation of the necessary steps in order to integrate the DocuSign application into your Integration Center. Be sure to follow each step carefully. Failing to do so will result in not being able to integrate with the app and delaying any work requiring a DocuSign integration.

Creating a Sandbox

To create a sandbox environment, go to https://developers.docusign.com and click Create Sandbox at the top right corner of the page:

here

This will create a developer sandbox environment:

Accessing Admin Functions and Acquiring Secrets

There are five (5) secrets needed to send the required test API calls. These are found in the admin settings. To find the admin page, click on the user profile and go to Go To Admin. From there, scroll down the left-side of the navigation menu and click API and Keys.

The following are the secret keys necessary to make the test API calls and where they can be found:

API AccountId - located at the top of the API and Keys page

IntegratorKey - is given after adding an app

BaseUrl - for the sandbox, the base URL is demo.docusign.net

After completing all requirements and receiving a live environment, the base URL will change dependent upon the account

Username - the email username of the admin or service account

Password - the password for the admin or service account

Adding an App

To add an application, click Add App/Integration Key. After doing so, a screen will pop up asking for an application name. After the application name is entered, the following screen will be displayed asking for authentication information and for additional settings to be configured:

Creating a Dummy Account

In order to send the necessary API calls, a dummy (false) user account must be created. To do this:

While on the Admin page, go to Users

Click Add User

Populate all necessary information fields for the dummy user

Since this is a dummy user, there is little need for any information besides an accurate user email address

Click Add User

Placing Secrets in the Integration Center

After acquiring the necessary secrets, they will need to be placed within the Integration Center. All five (5) secrets will need to be placed in the Integration Center before an API call can be made. To place secrets, select DocuSign from your installed integrations list and go to Environment Variables:

Click Add an Environment Variable. From there enter the following information:

Key Name - The generic name for the secret

Value - The actual secret key

Enter each secret as Environment Variables,give them a name commensurate with their nature and click Save. For consistency, BetterCloud suggests naming the values as they appear in DocuSign. Once a secret is saved, it appears on the Environment Variables tab:

Note: After your integration is approved and a live environment has been created, be sure to enter the live secrets into the Integration Center as Environment Variables for DocuSign

Making the Test API Calls

For DocuSign specifically, there is a custom action that has been created to make 100 API calls with a single action call. This action is called API Tester and can be found within the action engine. To make the necessary API calls:

In the left navigation pane, go to Directory>Users

From the users list, click Select Action on the top-right of the page

Scroll down to DocuSign

Select API Tester

Enter the email address of the dummy account created

Click Take Action

Go Live

DocuSign has published detailed information regarding the Go Live process after the application has been submitted for review. It can be found .

Permission Sets

BetterCloud allows for DocuSign user permissions to be set using the "Assign User to Permission Set" action:

DocuSIgn requires that their specific permission names are used when modifying permissions for a user.These can be found from inside of your DocuSign sandbox. Simply navigate to: Go to Admin>Permission Sets. The listed permission sets are:

DS Admin - DocuSign Admin permission set

DS Sender - DocuSign Sender permission set

DS Viewer - DocuSign Viewer permission set

When integrating a new application with your BetterCloud instance, the overall installation process is consistent. However, each integration is different, and may require varying levels and types of authentication. This article provides instructions for configuring and collecting all the information you need in order to add the Confluence integration in BetterCloud.

BetterCloud requires the following authentication type when integrating with Confluence:

Username and Password (Basic HTTP Authentication)

You will also need to enter the following additional headers in order to successfully connect:

jiraDomainNameBaseUrl

jiraApiKey

jiraUsername (email address)

*Please note the following important requirements:

Users must have Jira Administrator permissions to create API tokens that will allow you to successfully add Atlassian integrations.

Though they are technically separate integrations, the connection processes for Confluence, Jira, Jira Service Desk, and Atlassian are the same, and you may use the same API token to authenticate all 4 integrations, if desired.

Username and Password

Username: The email address of the Jira Administrator account you are using to connect.Password: The API key generated by the Jira Administrator account you are using to connect (see below).

Domain Name Base URL

The base URL allows BetterCloud to direct API calls to the correct Confluence instance. This is the first part of the URL that displays when you log into any of your Atlassian products.

https://id.atlassian.com/manage/api-tokens

API Key

In order to create your API key, navigate directly to the following URL and sign in:

Click Create API token.

Name your token so you can recognize it later.

Once you click Create, you will be directed to a pop-up where you can copy the token. Be sure to copy it now, as you will not be able to view or copy it again.

Once you have successfully added the integration, your base URL, API key, and username and password can all be updated at any time in the integrations configuration.

Contents

Discover

Adding an Integration

Installed

Custom Integrations

Important/Requirements

Welcome to the BetterCloud Integration Center! This page serves as the hub for all of the SaaS applications you can connect with BetterCloud. Here you can view and manage your current integrations, and also add new ones. Adding integrations in the Integration Center enables all of that integration's functionality within BetterCloud, allowing you to extend your policies to new apps and broaden the scope of your automations.

Discover

In theDiscover section you can explore the Integrations that are available to add to your BetterCloud instance. These include both Integrations created by BetterCloud, and ones that have been created by other BetterCloud users.

Every integration will display whether it was created by BetterCloud or by the community.

*Please note: While we carefully vet every integration from a security standpoint before it is approved for inclusion in the Integration Center, only BetterCloud-authored integrations are subject to our full internal Quality Assurance process.

The Discover area also supports searching and filtering. Filter the integrations either by a particular use case:

Or by the category of app you would like to integrate with:

Click on an integration to view more details. In this section you can see which Assets, Actions, and Alerts (if applicable) are included when the integration is added. Every integration is slightly different in terms of what it offers - some may include users and groups that display in the Directory grids, while others may only include actions. This section allows you to see what category the integration falls into, and what new functionality you can expect.

Adding an Integration

After clicking into an integrations details, you will see an Install button. Click on this button to review the integrations permissions, and get started adding it to your environment.

*Please Note:Only domains on a Plus BetterCloud subscription have the ability to add additional integrations from the Integration Center. Contact your Customer Success Manager or email for more information on your subscription.

Every integration will require some level of configuration before it can be used in BetterCloud. Please see our overview of the general process. Every integration has an accompanying article that will walk you through the required information you must provide when installing, which you can find in the Additional Resources section of the integrations details.

Installed

If you click on the Installed tab, you can see all integrations that are currently connected to your environment.

Besides seeing which integrations have been connected, this page also lets you confirm whether any of your active integrations require updates or have become disconnected.

Click on one to view more details about the integration, or to reconnect.

Custom Integrations

*Please Note:Custom Integrations functionality is only available to customers on our Enterprise subscription. Contact your Customer Success Manager or email for more information on your subscription.

While we strive to create integrations with as many SaaS applications as possible, sometimes you will want to connect with an app that is not available either natively or through our community. In these cases you may create a custom integration. Once configured, custom integrations function in essentially the same way as any other integration. Click on Create A Custom Integration to begin building your new integration.

Important/Requirements

While we carefully vet every integration from a security standpoint before it is approved for inclusion in the Integration Center, only BetterCloud-authored ones are subject to our full internal Quality Assurance process.

Only domains on a Plus BetterCloud subscription have the ability to add additional integrations from the Integration Center. Contact your Customer Success Manager or email for more information on your subscription.

Custom Integrations functionality is only available to customers on our Enterprise subscription. Contact your Customer Success Manager or email for more information on your subscription.

Contents

ExploringIntegrations

RenamingIntegrations

Editing Authentication and Environment Variables

Viewing Integrations Elsewhere in BetterCloud

Adding an Integration

Removing an Integration

Important / Requirements

The BetterCloud Integration Center is where you can view, manage and connect an array of different third party SaaS applications to your BetterCloud domain. BetterCloud supports multiple instances of an individual integration, fostering integration and automation across the multiple platforms used by your organization in a single interface.

ExploringIntegrations

The Integration Center can be accessed via the left side navigation bar.

contact Support

Integrations that have already been added to your environment will appear under the "Installed" section. Click on the integration to view more details about it.

Note that not every integration is the same in terms of the Assets, Alerts, and Actions it provides. Information about what each integration includes can be found by clicking on the integration from the Integration Center.

RenamingIntegrations

The most important way to distinguish between multiple enabled integrations, especially of the same type, is by name. Naming a new integration is required during the installation process, but integrates can also be renamed at a later date.

To rename an integration, navigate to the Installed section of the BetterCloud Integration Center, hover over the enabled integration in question, and click on it.

Select the "Modify" option underneath the integration's logo.

From there you can rename the integration.

Editing Authentication and Environment Variables

Depending on the integration, and how it was initially configured, you may want or need to update the authentication or environment variables. To change the authentication, navigate to the Installed section of the BetterCloud Integration Center, hover over the enabled integration in question, and click on it.

You can change the authentication under Basic Information.

Environment variables can be updated from the Environment Variables section.

Please keep in mind that if you change the authentication or environment variables for an existing integration to an invalid value, your integration may no longer be able to successfully take action.

Viewing Integrations Elsewhere in BetterCloud

To help you distinguish between your enabled integrations in BetterCloud, as well as which directory entities, data items and historical actions are associated with your integrations, BetterCloud grids and filters will always list your integration by name.

*Please note: Not all integrations are available in all of the areas described below.Information about what each integration includes can be found by clicking on the integration from the Integration Center.

Alerts

In the Alerts section, the "Integration" column will list an active alert's associated integration by name.

Once an alert is triggered, it will appear in the Triggered Alerts section and can be filtered by provider.

Directory

In the Groups Lists in the BetterCloud Directory, the "Integration" column will list the associated integration by name. In the Users List, if the Groups Integrations option is selected, these names will be truncated to display just the integration icon, since users can be associated with multiple unique integrations. If a user is associated with more than one integration of the same type, this will be represented by a number count over the relevant integration icon.

When viewing a user's User 360 profile flyout tab, any integrations associated with the entity's account will be listed by name.

Files

In the Files grid, the "Integration" column will list the associated integration by name.

Workflows

You can choose which integration to use for a WHEN event in the Workflow Builder:

If your Workflow is being triggered by an Alert and there are multiple instances of an integration with active alerts, these alerts can be filtered for in the WHEN section, by selecting the integration's name:

Privileges

When creating a new role in the Privileges section of BetterCloud, you can select privileges for all enabled integrations, which will be distinguished by name:

Audit Logs

In the Audit Logs section of BetterCloud, if a historical action is associated with a particular integration, the "Integration" column will list that integration by name.

Adding an Integration

Adding a new integration in BetterCloud is a multi-step process, requiring an admin with necessary privileges to initiate, accept and verify permissions. You can find a full set of instructions here: Adding New/Multiple Integrations

Removing an Integration

To remove an integration that is no longer needed in your BetterCloud instance, open the app's details and select "Delete Integration."

If you have active workflows associated with the integration, you will not be able to delete it. Please remove all relevant actions, events, and conditions targeting that integration and try again.

Once your integration has been deleted, you will need to reconnect it in order for BetterCloud to sync any data, or enable any actions for that integration.

Important / Requirements

Adding integrations will require that you have the necessary admin credentials in those services to grant permissions.

Please note that some integrations may require additional installation or verification steps outside of BetterCloud. Please see the Integrations section of the Help Center, where there are step-by-step walkthrough articles for each integration.

If you experience difficulties adding integrations to your BetterCloud instance, please.

Contents

Adding an Integration

Viewing, Managing, and Deleting Integrations

Important / Requirements

Through BetterCloudyou canadd an array of different SaaS integrations under one roof, including multiple instances of individual integrations. This allows you to have a full picture of your domain's integrations, data and accounts, and fosters integration and automation across the multiple platforms used by your organization in a single interface.

This article will provide more information about enabling new and/or additional integrations.

Adding an Integration

Integrations can be installed from the Integration Center, available from the navigation menu on the left side of the screen.

contact Support

Click on an integration to view the Actions, Assets, and Alerts that will be available once it has been installed, as well as a selection of the use cases the integration supports. Underneath the integration's logo, locate the "Install" button.

Every integration's installation process is slightly different, but all will require that you enter either some type of authentication or specific environment variables. Depending on the integration, the install button will either direct you to a review screen that initiates a guided installation process:

Or to a prompt for the necessary API tokens, username and password, and/or environment variables:

The information you are prompted for represents all the information we need in order to successfully integrate with the application. We provide documentation on where to collect all the required information in the Integrations section of the help center. Articles are also linked under the "Additional Resources" area when viewing the integration's details in the Integration Center.

BetterCloud supports multiple instances of our available integrations. For example, if your organization utilizes multiple Slack teams or Zendesk accounts for different departments, they can all be integrated with BetterCloud and managed through our tools. Therefore, don't be concerned if you have already added an instance of a particular integration; you can always add another, and will be able to differentiate them across BetterCloud by the names you give them.

Viewing, Managing, and Deleting Integrations

Once multiple instances of an integration have been added to your BetterCloud instance, they will be appear in new ways throughout our app, and be distinguished by name. Please see our "Viewing, Managing, and Deleting Integrations" article for more information about how integrations will appear throughout BetterCloud.

Important / Requirements

Adding integrations requires that you have the necessary admincredentials in those services to grant permissions.

Please note that some integrations may require additional installation or verification steps outside of BetterCloud. We provide documentation on where to collect all the required information in the Integrations section of the help center.

If you experience difficulties adding integrations to your BetterCloud instance,please .

Contents

Getting Started

Authentication

Using an API Token

Use Basic HTTP Authentication

Authenticating After Choosing "None"

Rate Limiting

Editing Your Custom Integration

Environment Variables

Extensions

Adding an Action for Workflows

Sending a Push Event

Writing a Data Transformation Script

Sharing an Integration

Deleting an Integration

BetterClouds Integration Center now allows you to add Custom Integrations beyond what is available in our native integrations. These integrations give you even more options for taking automated action in BetterCloud, as they expand the range of SaaS applications we can interact with, and give you full control over your environment.

Getting Started

To get started, select Create a Custom Integration from the right side of the Integration Center.

You will be prompted to enter a name for your new integration, and to select the provider.Weve included the most popular integrations in the provider list. If you do not see the provider you are looking to add listed, you can select Other from the dropdown menu. Your custom integration will be given the BetterCloud logo, but will be able to be configured like any other custom integration.

Authentication

Next you must select the authentication type. Depending upon the application you are connecting with some will require an API token, while others will use Basic HTTP Authentication, requiring only a username and password for an authenticating admin. You may also select "None" if the provider does not require authentication to access the endpoints you need to send requests to. With Custom Integrations, each authorization type has certain caveats and is explained in its entirety below.

Using an API Token

When building a custom integration, there are certain apps that will require the use of an API token to authenticate and access endpoints successfully.When choosing "Use an API Token" two (2) fields must be populated:

API Token Key - Enter the word "Authorization"

This tells BetterCloud that the information to follow is authorization information

Important: The "A" in Authorization must be capitalized for the authentication to be successful

API Token - This is where the API Token is entered

Important:Enter the word "Bearer" then add a space before entering the API token

Use Basic HTTP Authentication

Basic HTTP Authentication requires inputting a username and password andis the easiest authorization method for our users that just want to use/provide webhooks for the integration. Simply enter the username and password information for the custom application being integrated into your BetterCloud instance:

None

This "None" option is for APIs that do not require authentication information before accessing the endpoints. Simply choose "None" and begin configuring the application using the remainder of the options.

Authenticating after Choosing "None"

When choosing "None" there is an option that allows for authentication information to be input later. This is done by going to "Extensions" creating an extension and placing the authentication information in the "Additional Headers" fields. The authorization information must be placed in the given fields with the format that the application's integration accepts. Typically, the information is entered as follows:

Header Key - Type "Authorization" with a capital "A"

Header Value - Enter "Basic username:password" in that specific way

"Basic", a space and the username and password with a colon in between

Note:It is suggested that the grey drop-down menu displayed below is used to import basic authorization information, however, it is only usable for information that is placed as an "Environmental Variable" or created as Basic HTTP Authorization information on the "Basic Information" tab

Rate Limiting

Rate Limiting is controlled on the Basic Information tab. To do this, click the box next to "Limit Execution Rate" andenter the desired maximum number of requests per second.This prevents you from hitting API quotas in the provider when running actions through BetterCloud. Click Save when youre ready to add your integration.The integration will show up under My Integrations in your Integration Center.

*Note: It is possible to add a custom integration with invalid authentication, or an authentication type that does not match what is required by the provider. Both authentication and rate limits can always be edited later from the Basic Information section.

Editing Your Custom Integration

Click on your integration from the Integration Center to configure it further. Under Basic Information you can see or change the information you have already configured.

Note:Changing the authentication for integrations with existing actions may cause the action to stop working, if the authentication is no longer valid

Environment Variables

Environment Variables allow you to define static, encrypted variables that can be called from a script or a webhook. Many providers require additional authentication beyond an API token or basic authentication, and may require you to make calls against a particular hostname. By defining environment variables within the integrations configuration, you can reference these pieces of information easily.

To get started, enter a Key Name and the value that the key will correlate to. For your security the value will be encrypted.

Once you save the environment variable, it will be added to the list of variables available for the integration.

Once you save the environment variable, it will be added to the list of variables available for the integration.

Extensions

After entering Environmental Variables, you will be prompted to enter extensions for the integration. Extensions are Actions, Push Events and Data Transformation Scripts that can be added to an integration. After moving to the Extensions tab, click Get Started to begin creating extensions.

On the Extensions screen, there are three (3) extensions that can be created for an integration:

Add an Action for Workflows

Used to expose a webhook within workflows as an action

Send a Push Event

Send a BetterCloud payload to an external API when BetterCloud triggers an event

Write a Data Transformation Script

Transform and normalize data before it is prepended to an action

Adding an Action for Workflows

Adding an action for workflows allows for webhooks to be exposed as an action and used dynamically in later workflows. To begin the process, select Add an Action for Workflows and click Next. Once this is completed, the following screen will be displayed requesting that more details to be entered:

The following details are to be entered before creating an action from a webhook:

Details

Action Name - Enter a name for the action being created

The name should be commensurate with the action taking place

Description - Enter a description for the action being created

Data Transformation Script (Optional) - Drop-down menu displaying the preloaded data transformation scripts available

API Configuration

HTTP Method - Drop-down list displaying the list of possible API call methods to choose from

Post

Put

Get

Delete

Patch

Destination URL - Text field used to enter the URL that the API call(s) will be made to

Attempt Retry on Failure - Clickable box used to indicate whether the action should be reattempted after failure to execute

Additional Headers - Open text fields used to place additional script headers

Note: To add even more headers, click the + button next to the second header field

Test

Payload - Text field used for entering a payload script to test

Run Test - Click this button to test the payload entered in the Payload field

After entering the necessary details for the action, a test must be run to ensure that the endpoint is hit successfully. Assuming that the test run doesnt fail, the Next button will highlight and be clickable. Click Next to select the properties to be reused in later workflows:

Select the properties that will be used in later workflows and click Save. Once saved, the action will become available to be modified or deleted from the Extensions tab:

Sending a Push Event

BetterCloud allows for a BetterCloud payload to be sent to an external API when an event occurs. To do so, select Send a Push Event and click Next. Once this is completed, the following screen will be displayed asking for more details to be entered:

The following details are to be entered before creating a Push Event to be sent:

Details

Event Name - Enter a name for the event being created

The name should be commensurate with the event taking place

Description - Enter a description for the event being created

Data Transformation Script (Optional) - Drop-down menu displaying the preloaded data transformation scripts available

API Configuration

HTTP Method - Drop-down list displaying the list of possible API call methods to choose from

Post

Put

Get

Delete

Patch

Destination URL - Text field used to enter the URL that the API call(s) will be made to

Attempt Retry on Failure - Clickable box used to indicate whether the action should be reattempted after failure to execute

Additional Headers - Open text fields used to place additional script/payload headers

Note: To add even more headers, click the + button next to the second header field

When should this event be triggered? - Used to select when the event being created is to take place

When any Event Log is written

When any Alert triggers

When any Workflow Status changes

When any Action Engine completes

Test your Push Event

Drop-Down Menu - Used to select a trigger event to test

Run Test -Click this button to test the payload entered in the Payload field

After entering the necessary details, click Save to save your Push Event. Any Push Event created will be displayed on the Extensions tab with the tag Push Event where they can be modified or deleted:

Writing a Data Transformation Script

Data Transformation Scripts are used to transform and normalize data and add it to the beginning of a script before executing the script. To begin the process, select Write a Data Transformation Script and click Next. Once this is done, the following screen will be displayed asking for more details to be entered:

The following details are to be entered before Writing a Transformation Script:

Script Name - Enter a name for the script being written

Description - Enter a description of the script being written

Available Templates - Drop-down menu used to select from a list of supplied script templates

Test

Payload - Text field used for entering a payload script to test

Once all necessary information is entered, a template is selected and a test payload is entered, click Run Test. Assuming that the test is run successfully, the Save button will become selectable or will turn into a "Next" button. If the button is a "Save" button, click itto create the Data Transformation Script.

If the button turns into a "Next" button, this means that there is data returned from the webhook test that can be stored and used dynamically. After clicking "Next" the following screen will appear prompting you to select the data that you'd like to store as dynamic information:

Sharing an Integration

BetterCloud gives you the ability to share any integrations that are created using the Custom Integrations process. To do so, select Share This Integration from the Integration details menu.

After selecting Share This Integration BetterClouds Terms of Use will be displayed prompting you to select that the terms have been read and are agreeable. After reading the terms of use thoroughly, click I represent that I have read and agree to these Terms and have authority to agree to these Terms. Then click I accept.

After accepting BetterClouds Terms of Use, the option to submit your integration will be presented:

Before an integration can be shared with all other BetterCloud users, it must first be submitted to BetterCloud for review. Click Submit to begin the review process. An email will be immediately sent to your inbox with the status of the submission. Emails will be sent periodically with any updates on the review progress.

Deleting an Integration

To delete an integration, select Delete Integration.

Once this is selected, the next screen displays the following necessary before allowing the deletion of an integration:

Deleting an integration will permanently remove it from BetterCloud

This action cannot be undone once it is completed

After both of these boxes are checked acknowledging the full outcome of deleting a connecter, select Delete This Integration.

Welcome to BetterCloud! This article will guide you through the steps of registering your domain with BetterCloud for the first time and granting the access permissions necessary for using our app.

Please note: In order to register BetterCloud for your domain, the account you use must be designated as a Super Administrator for Okta.

We recommend using a service account when installing this integration. This will prevent an interruption in service in the case that an installing user loses the necessary permissions to authenticate in the future.

Step 1: Request a Demo

First, please use this form on the BetterCloud website to reach out to one of our advisors. They will be able to provide more information about the solutions that BetterCloud can customize for your domain, and work with you to schedule the best time for a trial of BetterCloud.

Workflow

Step 2: Register with Okta

After scheduling a trial, your BetterCloud advisor will provide you with a private link that can be used to register your domain. Here, please read over our Master Subscription Agreement and confirm that you have done so, then select Okta as your provider.

Step 3: Enter your domain's Okta information

In the first field, enter your Okta Admin email address you are using to register. In the second field, enter your Okta Domain URL, such as yourdomain.oktapreview.com For the third field, enter your Okta API access token. If you need any assistance with this, there is a link to guide you through it!

Step 4: Grant Permission to BetterCloud

You will now be directed back to a page owned by Okta, where you will be prompted to log in with yourOkta credentials. After logging in, you will be asked to accept the Auth0 scopes necessary for BetterCloud to ingest, display, and take actions on your Okta instance's directory and data.

At this point, your registration is complete! You will be directed into the BetterCloud app, where Okta will now be enabled as your first integration. Completion of this registration process will also begin a new sync to bring your Okta data into BetterCloud.

From now on, you can use Okta as yourIdP! For more information about that process, please see this article: https://support.bettercloud.com/hc/en-us/articles/360004003833

Now that you are in BetterCloud, you can explore granting access privileges to other admins and users on your domain, customize an alert, or publish your first automated!

Contents

Request a Demo

Register

Log In and Grant Account Permissions

Grant Permissions to Auth0

Grant Permissions to BetterCloud

Welcome to BetterCloud! This article will guide you through the steps of registering your domain with both BetterCloud ( app.bettercloud.com ) and BetterCloud for G Suite ( g.bettercloud.com ) for the first time, and granting the access permissions necessary for using our app.

We recommend using a service account when installing this integration. This will prevent an interruption in service in the case that an installing user loses the necessary permissions to authenticate in the future.

Please note: In order to register BetterCloud for your domain, the account you use must be designated as a Super Admin in G Suite's Admin Console.

Installing BetterCloud

Step 1: Request a Demo

First, please use this form on the BetterCloud website to reach out to one of our advisors. They will be able to provide more information about the solutions that BetterCloud can customize for your domain, and work with you to schedule the best time for a trial of BetterCloud.

g.bettercloud.com

Step 2: Register with Google

After scheduling a trial, your BetterCloud advisor will provide you with a private link that can be used to register your domain. Here, please read over our Master Subscription Agreement and confirm that you have done so, then select the correct provider for your domain.

Step 3: Log In and Grant Account Permissions

Next, you will be brought to a Google login page, where you will be prompted to enter your username and then your password. Please utilize the credentials that have been granted Super Admin designation for your domain.

After doing so, you will be prompted by Google to allow BetterCloud access to user information on your domain. This will allow BetterCloud to recognize and authenticate your Google credentials as valid, when logging into our app.

Step 4: Grant Permissions to Auth0

Next, you will be directed to a new page managed by Auth 0, which is an additional security service that BetterCloud utilizes to authenticate credentials and access to your Google domain. Here, you will be prompted to allow BetterCloud access to your Google admin profile and email address.

Step 5: Grant Permissions to BetterCloud

You will now be directed back to a page owned by BetterCloud, where you will be prompted to review the permissions necessary for BetterCloud to ingest, display and take actions on your domain's directory and data, and then grant this access.

From here, you will be redirected to Google, where these permissions must be accepted.

Upon confirmation of these permissions, you'll be directed back to BetterCloud, where you can now continue with finalizing your registration.

At this point, your registration is complete! You will be directed into the BetterCloud app, where your primary domain provider will now be enabled as your first integration. Completion of this registration process will also begin a new sync, to bring your domain's data into BetterCloud.

From here, you can explore granting access privileges to other admins and users on your domain, customize an alert, or publish your first automated Workflow !

Installing BetterCloud for G Suite

While BetterCloud ( app.bettercloud.com ) allows you to manage G Suite and other SaaS providers, BetterCloud for G Suite () is our legacy product which still has functionality that has not yet been migrated over to the newer platform. After you install BetterCloud, you will need to install BetterCloud for G Suite as well by navigating to g.bettercloud.com and accepting permissions.

The login experience for the new BetterCloud app has been enhanced, in order to utilize an updated interface and additional authentication protocols. This article will detail what to expect when you log in.

1. When you navigate to the new BetterCloud at app.bettercloud.com, you'll be presented with the following screen, which will direct you to use either your Google, Microsoft, or Okta domain credentials to log in. Click the relevant button to proceed.

contact BetterCloud Support

2. From here, you will be redirected to a secure site associated with your domain provider, where you can enter your account username. Remember to log in with the account that has been granted role based privileges in BetterCloud!

If you select Google for your login, the URL of your secure site will begin withhttps://accounts.google.com/signin/oauth.Enter your Google account's primary email address, and click "Next":

If you select Microsoft for your login, the URL of your secure site will begin withhttps://login.microsoftonline.com/common/oauth2/.Enter your Microsoft account's primary email address, and click "Next":

If you select Okta for your login, you will need to enter your Okta Domain URL. This is the URL used when registering or adding the Okta integration.

Enter your Okta credentials on the following Okta SSO page account's primary email address, and click "Next":

3. In the final step, each provider will prompt you to enter your account password. When you click either "Next" or "Sign In", you will be redirected back to app.bettercloud.com in a logged-in state.

Google:

Microsoft:

Okta:

If you are unable to successfully log into BetterCloud, please consult our troubleshooting guide.

If you have any questions or concerns about this experience, please .

Contents

Request a Demo

Register

Log In and Grant Account Permissions

Grant Permissions to Auth0

Grant Permissions to BetterCloud

Welcome to BetterCloud! This article will guide you through the steps of registering your domain with BetterCloud for the first time, and granting the access permissions necessary for using our app.

We recommend using a service account when installing this integration. This will prevent an interruption in service in the case that an installing user loses the necessary permissions to authenticate in the future.

Please note: In order to register BetterCloud for your domain, the account you use must be designated as an administrator for Microsoft Office 365.

Step 1: Request a Demo

First, please use this form on the BetterCloud website to reach out to one of our advisors. They will be able to provide more information about the solutions that BetterCloud can customize for your domain, and work with you to schedule the best time for a trial of BetterCloud.

Workflow

Step 2: Register with Microsoft

After scheduling a trial, your BetterCloud advisor will provide you with a private link that can be used to register your domain. Here, please read over our Master Subscription Agreement and confirm that you have done so, then select the correct provider for your domain.

Step 3: Log In and Grant Account Permissions

Next, you will be brought to a Microsoft login page, where you will be prompted to enter your username and then your password. Please utilize the credentials that have been granted Administrator designation for your domain.

After doing so, you will be prompted by Microsoft to allow BetterCloud access to user information on your domain. This will allow BetterCloud to recognize and authenticate your Microsoft credentials as valid, when logging into our app.

Step 4: Grant Permissions to Auth0

Next, you will be directed to a new page managed by Auth0, which is an additional security service that BetterCloud utilizes to authenticate credentials and access to your Microsoft domain. Here, you will be prompted to allow BetterCloud access to your admin profile and email address.

Step 5: Grant Permissions to BetterCloud

You will now be directed back to a page owned by Microsoft, where you will be prompted to review the permissions necessary for BetterCloud to ingest, display and take actions on your domain's directory and data, and then accept this access. You will also be asked if you wish to log into Office 365 at this time. In either case, you may be prompted to accept permissions once more. This duplicate step is an expected behavior by Microsoft.

At this point, you registration is complete! You will be directed into the BetterCloud app, where your primary domain provider will now be enabled as your first integration. Completion of this registration process will also begin a new sync, to bring your domain's data into BetterCloud.

From here, you can explore granting access privileges to other admins and users on your domain, customize an alert, or publish your first automated !

Contents

Utilizing Global Search

Auditing Results

Important / Requirements

Global search in BetterCloud is a powerful search and exposure tool, that can be used to locate items and entities across your domain's enabled integrations. Please continue reading below for search instructions and parameters.

Utilizing Global Search

The global search bar in BetterCloud can be found at the top of the navigation bar, on the right side of the BetterCloud window.

As you enter your search criteria into the search bar, the global search will expand to cover the screen.

For optimal search results, please note:

A minimum of least three characters are required to begin a search. Global search can currently utilize bothStarts withandContainscontext. For example:

Executing a search for the characters "and" will return results for users named both "Amanda" and "Andrew".

Global search in BetterCloud also supports searching by email address.

Auditing Results

Search results will be sorted by category into users, groups, and files, among others.

When you select a search result, your search criteria and other results will clear, and a right side flyout tab will appear, containing your selection's details. This behavior will be consistent across different result categories.

Important / Requirements

A minimum of least three characters are required to begin a search.

Global search can currently utilize bothStarts withandContainscontext. For example:

Executing a search for the characters "and" will return results for users named both "Amanda" and "Andrew".

Global search in BetterCloud also supports searching by email address.

Contents

Integrating Box with BetterCloud

Alerts

Directory

Files

Actions

Workflows

Files Content Scanning

BetterCloud is theleading SaaS Operations Management platform. This means that you cannow integrate multiple apps into your BetterCloud workspace, and use our tools to seamlessly manage users and data across your organization.

This article will detail the sections and tools in BetterCloud where you can find integrated Box functionality.

Integrating Box with BetterCloud

Before any functionality will be available for an app in BetterCloud, the app must first be connected and verified. You can find instructions for adding the Box integration here.

Alerts

Alerts in BetterCloud allow you customize notifications across your organization, helping you to stay up to date on priority items. There are a variety of alerts available for Box in BetterCloud, which you can survey by clicking on the Triggered or Manage Alerts options in the left navigation menu. Once you are in the Triggered or Manage Alerts, you can filter by your Box Integration to explicitly view your Box Alerts:

Content scanning alerts

Alerts in BetterCloud currently available for the Box Integration can be found here: Box Alerts in BetterCloud

For more information and instructions for setting upa new alert, please see here: Alerts

Directory

Users and groups from your domain's Box accountare available in the BetterCloud directory. They will be marked with the Box logo in the Integration column on each Directory page:

Please note that users may have accountsin more than one service, which would cause them to appear with multiple Integration icons listed.

Read more about Users here: Users

Read more about Groupshere: Groups

Files

The Files section of BetterCloud ishome to fileand folder data from your integrations, including Box.

Box files and folders in the Files section will be marked with the Box icon listed in the Integration column.

Actions

When entities are selected from primary grids, and sub-grids in flyout tabs, an "Action" menu of available options will appear. If applicable, Boxactions will be available to select from the Action menu.

Here is an example of actions available from the Users List:

Workflows

Box events and actionsareavailable in the Workflow Builder, organized under the Box header in the WHEN and THEN sections, and marked with the Boxlogo. These can be combined with events, conditions and actions for other integrated apps, allowing you to build truly cross-platform automations.

Additional events, conditions and actions for Box are coming soon!

Files Content Scanning

for Files allow you to scan the content of your Box files for sensitive information such as PII, Financial information, and more.

Contents

Integrating Namelywith BetterCloud

Alerts

Directory

Actions

Workflows

BetterCloud is now the leading SaaS Operations Management platform! This means that you cannow integrate multiple apps into your BetterCloud workspace, and use our tools to seamlessly manage users and data across your organization.

This article will detail the sections and tools in BetterCloud where you can find integrated Namely functionality.

Integrating Namelywith BetterCloud

Before any functionality will be available for an app in BetterCloud, the app must first be connected and verified. Instructions for adding the Namely integration can be found here.

Alerts

Alerts in BetterCloud allow you customize notifications across your organization, helping you to stay up to date on priority items. There are a variety of alerts available for Namely in BetterCloud, which you can survey by clicking on the Triggered or Manage Alerts options in the left navigation menu. Once you are in the Triggered or Manage Alerts view, you can filter by your Namely Integration to explicitly view your Namely Alerts.

here

Alerts in BetterCloud currently available for the Namely Integration can be found here: Namely Alerts in BetterCloud

For more information and instructions for setting upa new alert, please see here: Alerts

Directory

Users and groups (teams) from your Namelyinstanceare available in the BetterCloud Directory. They will be marked with the Namelylogo in the Application column on each Directory page:

Please note that users may have accountsin more than one service, which would cause them to appear with multiple application icons listed.

Read more about Users here: Users

Read more about Groupshere: Groups

Actions

When entities are selected from primary grids and sub-grids in flyout tabs, an "Action" menu of available options will appear. If applicable, Namelyactions will be available to select from the Action menu:

Workflows

A full library of Namelyevents, conditions and actionsareavailable in the Workflow Builder, organized under the Namelyheader in each section, and marked with the Namelylogo. These can be combined with actions for other integrated apps, allowing you to build a truly cross-platform automation.

To view a full list of available Namelyevents, conditions and actions, and read more about what they do, please see.

Contents

Integrating Office 365 with BetterCloud

Alerts

Directory

File Management

Actions

Workflows

Important

BetterCloud is the leading SaaS Operations Management platform. This means that you cannow integrate multiple apps into your BetterCloud workspace, and use our tools to seamlessly manage users and data across your organization.

This article will detail the sections and tools in BetterCloud where you can find integrated Office 365 functionality.

Integrating Office 365 with BetterCloud

Before any functionality will be available for an app in BetterCloud, the app must first be connected and verified. You can find instructions for adding the Office 365 integration here.

Alerts

Alerts in BetterCloud allow you customize notifications across your organization, helping you to stay up to date on priority items. There are a variety of alerts available for Office 365 in BetterCloud, which you can survey by clicking on the Triggered or Manage Alerts options in the left navigation menu. Once you are in the Triggered or Manage Alerts view, you can filter by your Office 365 Integration to explicitly view your Office 365 Alerts:

Alerts in BetterCloud currently available for the Office 365 Integration can be found here: Office 365 Alerts in BetterCloud

For more information and instructions for setting upa new alert, please see here: Alerts

Directory

Users from your domain's Office 365 accountare available in the BetterCloud directory. They will be marked with the Office 365 logo in the Integration column on each Directory page:

Please note that users may have accountsin more than one service, which would cause them to appear with multiple Integration icons listed.

Read more about Users here: Users

File Management

The Files section of BetterCloud is home to file and folder data from your integrations, including Office 365.

OneDrive and SharePoint Online files and folders in the Files section of the platform will be marked with the Office 365 icon and have the Integration name listed in the "Integration" column. In order to differentiate between files stored in SharePoint Online and OneDrive, add the hidden Location column by clicking any of the column headers.

Please note: It can take up to 10 minutes for OneDrive and SharePoint files to start appearing in BetterCloud after initially adding the integration.

Actions

When entities are selected from primary grids, and sub-grids in flyout tabs, an "Action" menu of available options will appear. If applicable, Office 365 actions will be available to select from the Action menu.

Here is an example of the actions available from the Users List:

Workflows

Office 365 events and actionsareavailable in the Workflow Builder, organized under the Office 365 header in the WHEN and THEN sections, and marked with the Office 365 logo. These can be combined with events, conditions and actions from other integrations, allowing you to build truly cross-platform automations.

Important

Files that are Checked Out can have their sharing settings modified but cannot be copied, moved, or trashed.

Every SharePoint Online site will have a folder called root that will appear in the Files section.

Creating a group or team will create a Sharepoint site with a document library. The Files in this library can be fully managed in BetterCloud.

Files/Folders that inherit sharing permissions from a parent folder cannot be removed. Please be sure to check the option Remove Inherited Permissions in the action to remove these permissions. Note: This will also remove the permission from any other file/folder that also inherited this permission

Contents

Integrating Salesforce with BetterCloud

Alerts

Directory

Actions

Workflows

BetterCloud is now the leading SaaS Operations Management platform! This means that you cannow integrate multiple apps into your BetterCloud workspace, and use our tools to seamlessly manage users and data across your organization.

This article will detail the sections and tools in BetterCloud where you can find integrated Salesforce functionality.

Integrating Salesforce with BetterCloud

Before any functionality will be available for an app in BetterCloud, the app must first be connected and verified. You can find instructions for adding the Salesforce integration here.

Please note that integration with BetterCloud is only supported forLightning Enterprise and Lightning Unlimited Enterprise editions of Salesforce. To view your current edition of Salesforce, please see here: How to find Salesforce Edition and API Version

Additionally, functionality in BetterCloud will be dependent onthe API quota limits of your Salesforce edition. Please review more information about this limitation here: API Limitations in Salesforce Editions

Alerts

Alerts in BetterCloud allow you customize notifications across your organization, helping you to stay up to date on priority items. There are a variety of alerts available for Salesforce in BetterCloud, which you can survey by clicking on the Triggered or Manage Alerts options in the left navigation menu. Once you are in the Triggered or Manage Alerts view, you can filter by your Salesforce Integration to explicitly view your Salesforce Alerts:

Alerts in BetterCloud currently available for the Salesforce Integration can be found here: Salesforce Alerts in BetterCloud

For more general informationabout Alerts in BetterCloud, please see here: Alerts

Directory

Users and groups from your Salesforce instanceare available in the BetterCloud User and Group directory lists. They will be marked with the Salesforcelogo in the Application column on each Directory page, and can be filtered for in the Application column's dropdown filter criteria:

Please note that only 'Public Groups', created from within the Admin view in Salesforce, will be available in BetterCloud; 'Chatter' groups created by end users will not be available.

Additionally, users may have accountsin more than one service, which would cause them to appear with multiple application icons listed.

Read more about Directories here: Users, Groups

Actions

When entities are selected from primary grids and sub-grids in flyout tabs, an "Action" menu of available options will appear. If applicable, Salesforce actions will be available to select from the Action menu:

Workflows

Salesforce actionsareavailable in the Workflow Builder, organized under the Salesforceheader in the THEN section, and marked with the Salesforcelogo. These can be combined with actions for other integrated apps, allowing you to build a truly cross-platform automation.

Additional events, conditions and actions for Salesforce are coming soon!

Contents

Integrating Slackwith BetterCloud

Alerts

Directory

File Management

Actions

Workflows

BetterCloud is now the leading SaaS Operations Management platform! This means that you cannow integrate multiple apps into your BetterCloud workspace, and use our tools to seamlessly manage users and data across your organization.

This article will detail the sections and tools in BetterCloud where you can find integrated Slackfunctionality.

Integrating Slackwith BetterCloud

Before any functionality will be available for an app in BetterCloud, the app must first be connected and verified. You can find instructions for adding new integrations here.

If you have a Slack Enterprise Grid Plan, integrating both your Slack Organization and Slack Workspace are required for use of the Create User and Disable User actions.

Alerts

Alerts in BetterCloud allow you customize notifications across your organization, helping you to stay up to date on priority items. There are a variety of alerts available for Slack in BetterCloud, which you can survey by clicking on the Triggered or Manage Alerts options in the left navigation menu. Once you are in the Manage Alerts view, you can filter by your Slack integration to explicitly view your Slack Alerts:

Alerts in BetterCloud currently available for the Slack integration are available here: Slack Alerts in BetterCloud

For more information and instructions for setting up a new alert, please see here: Alerts

Directory

Users and Channels from your domain's Slack team are available in the BetterCloud Directory: users will be listed in the Users Directory, and channels will be listed in the Groups Directory. They will be marked with the Slack logo and Slack integration name in the Integration column on each Directory page:

Please note that users may have accounts in more than one service, which would cause them to appear with multiple integration icons listed. More information about a particular user can be found by clicking on the directory name listed.

Read more about Users here: Users

Read more about Groups here: Groups

If you are using Slack Enterprise Grid and want to use the Create User and Disable User actions in BetterCloud, you will need to add both the Slack Organization and Slack Workspace due to the way the SCIM API functions. Adding the Organization is required to use this API on the Enterprise Grid plan, and adding the Workspace is required to sync in your Directory data.

File Management

The Files section of BetterCloud is home to file and folder data from your integrations, including Slack.

Slack files and folders in Files section of the platform will be marked with the Slack icon and integration name listed in the "Integration" column.

Actions

When viewing the Groups or Users Directory grid, an "Action" menu of available options will appear in the top right hand corner. Slack actions will be available for selection in the Action menu with or without the selection of entities on the grid.

If you are using Slack Enterprise Grid and want to use the Create User and Disable User actions in BetterCloud, you will need to add both the Slack Organization and Slack Workspace due to the way the SCIM API functions. Adding the Organization is required to use this API on Enterprise Grid, and adding the Workspace is required to sync in your Directory data.

Workflows

Slack actions are available in the Workflow Builder, organized under the Slack header in the THEN section, and marked with the Slack logo. These can be combined with events, conditions and actions for other integrated apps, allowing you to build a truly cross-platform automation.

Additional events, conditions and actions for Slack are coming soon!

Contents

Integrating Zendeskwith BetterCloud

Alerts

Directory

Actions

Workflows

BetterCloud is now the leading SaaS Operations Management platform! This means that you cannow integrate multiple apps into your BetterCloud workspace, and use our tools to seamlessly manage users and data across your organization.

This article will detail the sections and tools in BetterCloud where you can find integrated Zendesk functionality.

Integrating Zendeskwith BetterCloud

Before any functionality will be available for an app in BetterCloud, the app must first be connected and verified. You can find instructions for adding the Zendesk integration here.

Alerts

Alerts in BetterCloud allow you customize notifications across your organization, helping you to stay up to date on priority items. There are a variety of alerts available for Zendesk in BetterCloud, which you can survey by clicking on the Triggered or Manage Alerts options in the left navigation menu. Once you are in the Triggered or Manage Alerts view, you can filter by your Zendesk Integration to explicitly view your Zendesk Alerts:

Alerts in BetterCloud currently available for the Zendesk Integration can be found here: Zendesk Alerts in BetterCloud

For more information and instructions for setting upa new alert, please see here: Alerts

Directory

Users and groups from your domain's Zendeskaccountare available in the BetterCloud directory. They will be marked with the Zendesklogo in the Application column on each Directory page:

Please note that users may have accountsin more than one service, which would cause them to appear with multiple application icons listed.

Read more about Users here: Users

Read more about Groupshere: Groups

Actions

When entities are selected from primary grids and sub-grids in flyout tabs, an "Action" menu of available options will appear. If applicable, Zendeskactions will be available to select from the Action menu:

Workflows

Zendeskactionsareavailable in the Workflow Builder, organized under the Zendeskheader in the THEN section, and marked with the Zendesklogo. These can be combined with events, conditions and actions for other integrated apps, allowing you to build a truly cross-platform automation.

Additional events, conditions and actions for Zendeskare coming soon!

When utilizing the "Add User to Permission Set", "Remove User from Permission Set", and "Set User's Role"actions from the Salesforce Integration in BetterCloud, either manually from a grid view, or via an automated Workflow, it's important to note the following requirement:

These fields will auto-populate entry options as you type, and you must choose your entry for this field from the available options. However, as all Salesforce roles, and Salesforce permission sets except for "Sales Console User" are fully custom and will vary by organization, please note that you must enter text that corresponds with an existing role or permission set available in your Salesforce Integration.

Here is an example of how this functionality will appear in the Workflow Builder in BetterCloud:

To audit the roles and permission sets that currently existing in Salesforce, you must log into your Salesforce instance and navigate to Settings > Manage Users.

When utilizing the "Assign License" and "Remove License" actions from the Office 365 Integration in BetterCloud, either manually from a grid view, or via an automated Workflow, it's important to note the following requirement:

These fields will auto-populate entry options as you type, and you must choose your entry for this field from the available options. However, you must already have a license available for use in Office 365 before it will appear as a selectable option in BetterCloud.

Here is an example of how this functionality will appear in the Workflow Builder in BetterCloud:

Provided below is a full list of license types recognized by Microsoft in the Office 365 admin console, which can also be recognized by BetterCloud:

Office 365 ProPlus

Office 365 Enterprise E1

Office 365 Enterprise E3

Office 365 Enterprise E5

Office 365 Business Premium

Office 365 Business Essentials

Office 365 Business

Dynamics 365 Customer Engagement Plan Enterprise Edition

Enhanced Support for Microsoft Dynamics 365

Dynamics 365 for Project Service Automation, Enterprise Edition

Dynamics 365 for Team Members Enterprise Edition

Dynamics 365 for Sales Enterprise Edition

Dynamics 365 for Field Service, Enterprise Edition

Pro Direct Support for Microsoft Dynamics 365 Applications and Plan 1

Dynamics 365 for Customer Service Enterprise Edition

Microsoft Social Engagement Professional

Exchange Online (Plane 1)

Exchange Online Kiosk

Exchange Online Archiving for Exchange Server

Exchange Online Protection

Exchange Online (Plan 2)

SharePoint Online (Plan 2)

SharePoint Online (Plan 1)

Skype for Business Online (Plan 2)

Skype for Business Online (Plan 1)

Project Online Essentials

Azure Information Protection Plan 1

Azure Active Directory Premium P1

Power BI Pro

Power BI (free)

OneDrive for Business (Plan 2)

Vision Online Plan 1

OneDrive for Business (Plan 1)

Microsoft Cloud App Security

Project Online Professional

Visio Online Plan 1

Office 365 F1

Project Online Premium

Office 365 Advanced Security Management

Vision Online Plan 2

Microsoft Dynamics Marketing SMS Dedicated Short Code for US Market

Dynamics 365 Enterprise Edition - Additional Portal Page Views

Microsoft Dynamics Marketing SMS Dedicated Short Code for Canadian Market

Power BI Premium P2

Microsoft PowerApps Plan 1

Power BI Premium EM3 (Month to Month)

Azure Active Directory Premium P2

Power BI Premium P3 Microsoft

Microsoft Steam Plan 2

Enterprise Mobility + Security E3

Azure Information Protection Premium P2

Microsoft PowerApps Plan 2

Microsoft Flow Plan 2

Microsoft Intune

Microsoft Azure Active Directory Basic

Microsoft Steam Plan 1

Microsoft Azure Multi-Factor Authentication

Power BI Premium P1

Microsoft Flow Plan 1

Power BI Premium P1

Enterprise Mobility + Security E5

Windows 10 Enterprise E3 (local only)

Contents

Dynamic Fields in Actions

Use Cases

Important / Requirements

More Information

Dynamic Fields make it possible to target unique values from across your domain's Integrations, and use them to personalize and scale the actions you take in BetterCloud.

When utilizing Dynamic Fields as part of manual actions, this functionality can be used to customize unique results, enrich messaging, and save time.

Dynamic Fields in Actions

Exploration grids in BetterCloud allow you to view, sort, and audit directory and data entities from across your domain's Integrations, all in a single location. When selecting entities from a grid either individually, or in bulk, you can take manual actions to manage their properties.

General instructions for taking actions in applicable grids and sub-grids can be found in the following articles:

Taking Actions from the Users Grid

Taking Actions from the Groups Grid

Taking Actions from the Files Grid

When you have entities across multiple Integrations that you wish to manage manually, utilizing Dynamic Fields in your action can help you pinpoint unique properties from entity to entity, and deliver customized results in one broad step; relying on common properties to sort and target entities is no longer necessary.

In an action's right side flyout tab, fields that can accept Dynamic Field entries will be marked with the "{{" Dynamic Field icon. Entries that are applicable to add will be available to select from a dropdown menu, after clicking on this icon.

Taking Actions from the Files Grid

When your action is taken, the Dynamic Fields you utilized will pull their unique filler from each entity you selected in your grid, and this will be applied in your results.

Using a Dynamic Field entry in your action will scope the context of the action and how it enacts the required change, but neither the amount of time needed to take the action, nor the way that the action is recorded in the BetterCloud Audit Logs will be affected.

Use Cases

Here is an example use case template, in which Dynamic Fields can help you enrich manual actions:

I have targeted user accounts across my Integrations that have been suspended for some time. I want to send a message to each user's manager, to confirm that it is safe to proceed with deactivating these accounts.

For more use cases and Workflow templates, please see here: Use Cases

Important / Requirements

Please note the following details about the behavior of Dynamic Fields:

Please ensure that the syntax of a Dynamic Field entry remains intact and unaltered, within its {{ }} brackets. If the syntax of a Dynamic Field entry is changed, or if any brackets are removed, the entry will either be nullified in the context of your action, or will be converted to plain text and inserted as-is into your field.

If the content being pulled to fill your Dynamic Field entry does not exist yet (for example, if you utilize the{{selected.Google.Gsuite.User.Manager}} entry, but the user's "Manager" profile field does not yet contain an email address entry) an "undefined" entry will be added, instead and could result in an error.

More Information

Dynamic Fields in BetterCloud

Taking Actions from the Users Grid

Taking Actions from the Groups Grid

Contents

Setting the Window and Threshold

How does Windowing work?

Windowing Results

Please note: Windowing is available for Pro and Enterprise customers only.

Windowing in Alerts

Windowing in Alerts provides a solution for creating custom policies to monitor user activity within a given time period at a set threshold. For example, you may want to be alerted when users fail to login to their account more than 5 times within a 30 minute window outside of your companys IP address. This could be a tell-tale sign that their account is compromised.

Currently, Windowing is available in Login Activity-based Alerts for Box, Dropbox, Google, Salesforce, and Okta. More integrations and alert types will be added in the future. To use Windowing in your Alerts, please navigate to the Alerts Manager section and select a Login Activity-based Alert template.

Setting the Window and Threshold

Selecting After a threshold is exceeded within a given time period within the Alert will allow you to set the threshold and window. There is a minimum requirement of more than 2 events for a single user. If you would like to know about less than 2 events, we suggest setting a threshold without a Window.

How does Windowing work?

BetterCloud will monitor events that meet the alert conditions within the configured time period. Below, we have added an example to help illustrate how windowing functions. Here, we will be watching for failed admin login events from Box that occur more than 5 times for a single user within a one hour window.

Windowing is also a great solution for monitoring higher threshold events. The maximum number of events that can be used in your configurations is 1000.

Here is a step by step explanation:

At 6am, we detected 1 login event and will therefore continue to look for more events within the one hour window

By 6:40am, we received a total of 4 login events and are continuing to look for one more event within the 1 hour window to consider this user in violation of the Alert

At 6:50am, we received the 5th login event and there will now be results that show up In Progress on the Triggered Alerts page. We will continue to look for another event one hour into the future to see if it continues to match the pattern.

Since there is another login event at 7:15am the window stays open because this event still falls in the one hour window from the last event we received. The window will continue to stay open until we no longer see a login event for over an hour. Since the last login event we received was at 7:15am and we did not receive another by 8:15am, the window is closed. Once the window is closed we will begin to look for new events again in a separate window.

Windowing Results

You can view the Alert results by clicking the Alert on the Triggered Alerts page. If a window is currently open, you will see In Progress under the Window column along with the time the window was opened. You will also see a + sign under the Total Window Length and Final Count columns since the window is still open and we are still waiting to calculate the final counts.

Clicking the Window link will allow you to view all of the events that matched the Alerts criteria within the window.

Alerts in BetterCloud can be enabled and customized for your domain to keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of alerts currently available in BetterCloud from the Okta Integration:

Administrator Added

Description: An admin was added.

Administrator Removed

Description: An admin was removed.

Administrator Count Exceeds Threshold

Description: The number of Okta global administrators has exceeded the threshold set.

New User

Description: This event triggers when any new Okta user is created. Add conditions to define this event further.

User is Activated

Description: This event triggers a workflow when any Okta user is activated. Add conditions to define this event further.

User is Deactivated

Description: This event triggers a workflow when any Okta user is deactivated. Add conditions to define this event further.

Activity-based Alerts

You must add at least one condition to each of these Activity-based Alerts in order to activate them. They are also only available on our Pro and Enterprise plans. For more information, please contact your Customer Success Manager or email [email protected].

Successful Delegated Authentication Via Active Directory

Description: User's delegated authentication via Active Directory was successful.

Failed User Login

Description: User failed to login to Okta.

User Attempted SSO Into Application

Description: User Attempted SSO Into Application.

Invalid Delegated Authentication Via Active Directory

Description: User's delegated authentication via Active Directory was invalid.

Successful User Login

Description: Successful user login to Okta.

Empty Group

Description: Okta groups with no membership.

Please note that all of the Alerts listed above support adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

Alerts in BetterCloud can be enabled and customized for your domain to keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of alerts currently available in BetterCloud from the Box Integration.

Administrator Added

An admin was added

Administrator Count Exceeds Threshold

The number of Box administrators has exceeded the threshold set

Administrator Removed

An admin was removed

Deactivated User Count Exceeds Threshold

The number of users currently deactivated exceeds the threshold set

Files with Public Sharing Links

Files that have had public sharing links added

Folders Shared Externally

Folders that are explicitly shared with external recipients

Files Shared Externally

Files that are explicitly shared with external recipients

Folders with Public Sharing Links

Folders that have had public sharing links added

Activity-based Alerts

You must add at least one condition to each of these Activity-based Alerts in order to activate them. They are also only available on our Pro and Enterprise plans. For more information, please contact your Customer Success Manager or email [email protected].

Sensitive Data Scanned

Sensitive data found in a file

File Previewed By User

Files that have been previewed by a user

File Downloaded By User

Files that have been downloaded

Successful User Login

Successful user login to Box

Failed User Login

User failed to login to Box

User Two-Step Verification Enrollment Status Changed

Users that have a change in their Two-Step Verification Enrollment Status

Folder Created

Folders created in Box

Folder Deleted

Folders deleted from Box

File Deleted

Deleted Box files

File Created

Files created in Box

Please note:all of these Alerts support adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

Alerts in BetterCloud can be enabled and customized for your domain to help keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of Alerts currently available in BetterCloud for the Dropbox Integration.

Empty Groups

Description: Groups with no membership

Files Larger than 1GB Added

Description: Files uploaded to Dropbox that are greater than 1GB

Suspended User Count Exceeds Threshold

Description: The number of users currently suspended has exceeded the threshold set

Team Administrator Added

Description: Users that have had administrator permissions added

Team Administrator Removed

Description: Users that have had their administrator permissions removed

User-managed Group Added

Description: A user-managed group has been added to the team

Files with Public Sharing Links

Description: Files that have had public sharing links added

Files Shared Externally

Description: Files that are explicitly shared with external recipients

Folders Shared Externally

Description: Folders that are explicitly shared with external recipients

Activity-based Alerts

You must add at least one condition to each of these Activity-based Alerts in order to activate them. They are also only available on our Pro and Enterprise plans. For more information, please contact your Customer Success Manager or email [email protected].

Sensitive Data Scanned

Sensitive data found in a file

User Account Captured

Users account has been captured and successfully migrated

File Deleted

Files deleted from Dropbox

File Created

Files created in Dropbox

Folder Deleted

Folders deleted from Dropbox

Folder Created

Folders created in Dropbox

File Previewed By User

Files that have been previewed by a user

File Downloaded By User

Files that have been downloaded

Successful User Login

Successful user login to Dropbox

Please note: Successful user logins through Google single sign-on are not included in the event feed and therefore will not trigger this Alert

Failed User Login

User failed to login to Dropbox

Please note: Failed user logins through Google single sign-on are not included in the event feed and therefore will not trigger this Alert

Please note that all of these Alerts support adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

Alerts in BetterCloud can be enabled and customized for your domain to keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of Alerts currently available in BetterCloud from the Google Integration.

Empty Groups

Google Groups with no membership

Groups: Allow External Members

Group's permission settings allow external members to join

Groups: Anyone Can Join

Group's membership settings are set to "Anyone can join"

Groups: Anyone Can Post

Group's membership settings are set to "Anyone can post"

Groups: Anyone Can View

Group's membership settings are set to "Anyone can view"

Super Administrator Added

Users that have had super administrator permissions added

Super Administrator Count Exceeds Threshold

The number of Google super administrators has exceeded the threshold set

Super Administrator Removed

Users that have had their super administrator permissions removed

Suspended User Count Exceeds Threshold

The number of users currently suspended has exceeded the threshold set

Users in the Root OU

Users that have not been placed in a specific OU

Users with No Department

Users that are missing a Department in their profile

Users with No Manager

Users that are missing a Manager in their profile

Users with No Title

Users that are missing a title in their profile

Users: Email Forwarded to Gmail

User is forwarding their mail to a gmail.com address

Users: Email Forwarded to Outlook

User is forwarding their email to an outlook.com email address

Users: Email Forwarded to Yahoo

User is forwarding their email to a yahoo.com address

Users: Email Forwarding Enabled

User is forwarding their email

Users: Email Forwarded Externally

User is forwarding their mail to an address outside of the domain

External User Added to Group

Users added to a group from outside of the domain

User Two-Step Verification Enrollment Status Changed

Users that have a change in their Two-Step Verification Enrollment Status

User Two-Step Verification Enforcement Status Changed

Users that have a change in their Two-Step Verification Enforcement Status

Users Department Changes

Users that have their department changed in G Suite

Users: New Email Added to Forwarding List

User has added a new email address to the forwarding list, which could start receiving all of the user's emails once verified

Activity-based Alerts

You must add at least one condition to each of these Activity-based Alerts in order to activate them. They are also only available on our Pro and Enterprise plans. For more information, please contact your Customer Success Manager or email [email protected].

Successful User Login

Successful user login to Google

Failed SAML Login

Failed login from a 3rd Party Application to Google

Failed User Login

User failed to login to Google

Drive Alerts

The following Alerts are only available for customers on the Google Drive limited preview. For more information, please contact your Customer Success Manager or email [email protected]. Alerts marked with an asterisk are also Activity-based Alerts, and have the same requirements as the Alerts in the previous section.

Files Shared Publicly

Files that are publicly accessible

Folders Shared Publicly

Folders that are publicly accessible

Files Shared Externally

Files that are explicitly shared with external recipients

Folders Shared Externally

Folders that are explicitly shared with external recipients

Files with Public Sharing Links

Files that have had public sharing links added

Folder with Public Sharing Links

Folders that have had public sharing links added

Files Shared with Domain with Link

Files that have been shared with the domain with a link

Files Shared with Domain

Files that have been shared with the domain

Sensitive Data Scanned*

Sensitive data found in a file

File Deleted*

Deleted Drive files

File Created*

Files created in Drive

Folder Created*

Folders created in Drive

Folder Deleted*

Folders deleted from Drive

Please note that all of these Alerts support adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

Alerts in BetterCloud can be enabled and customized for your domain to keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of Alerts currently available in BetterCloud from the Namely Integration.

New User

Description: New User Namely Event

Please note that this Alert supports adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

Alerts in BetterCloud can be enabled and customized for your domain to keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of Alerts currently available in BetterCloud from the Office 365 Integration.

Disabled User Count Exceeds Threshold

The number of users currently disabled has exceeded the threshold set

Global Administrator Added

A global admin was added

Global Administrator Count Exceeds Threshold

The number of Office 365 global administrators has exceeded the threshold set

Global Administrator Removed

A global admin was removed

New User

This event triggers a workflow when any new Office 365 user is created. Add conditions to define this event further

Users without Assigned Licenses

Users who do not have an Office 365 License assigned

SharePoint Files Shared with Public Link

Files that have had public sharing links added

SharePoint Folders Shared with Public Link

Folders that have had public sharing links added

SharePoint Files Shared Externally

Files that are explicitly shared with external recipients

Note: This alert will trigger for files shared with external recipients directly or with a link

SharePoint Folders Shared Externally

Folders that are explicitly shared with external recipients

Note: This alert will trigger for folders shared with external recipients directly or with a link

OneDrive Files Shared with Public Link

Files that have had public sharing links added

OneDrive Folders Shared with Public Link

Folders that have had public sharing links added

OneDrive Files Shared Externally

Files that are explicitly shared with external recipients

Note: This alert will trigger for files shared with external recipients directly or with a link

OneDrive Folders Shared Externally

Files that have had public sharing links added

Note: This alert will trigger for folders shared with external recipients directly or with a link

Please note: all of these Alerts support adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

Alerts in BetterCloud can be enabled and customized for your domain to help keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of alerts currently available in BetterCloud from the Salesforce Integration.

Please note important requirements for some alerts:

1. Some alerts require you to have Salesforce Shield and Real-Time Event Monitoring enabled as an additional add-on to your Salesforce plan. These alerts are only available on our Pro and Enterprise versions and are noted with an asterisk (*).

2. If you enabledSalesforce Shield and Real-Time Event Monitoringafter integrating Salesforce into your BetterCloud instance, please contact Support ( [email protected] ) to enable these alerts in your BetterCloud environment.

Report Exported By User*

A report was exported by a user

Report Run By User*

A report is run by a user

List View Updated*

A user has updated a list view

User Impersonated*

A user's account has been logged into by a delegate. This alert currently cannot be used to trigger a workflow.

Failed User Login*

A user has failed to log in

Successful User Login*

A user successfully logged into Salesforce

Administrator Count Exceeds threshold

The number of Salesforce Administrators has exceeded the threshold set

Users with No Department

Users who are missing a department in their profile

Users with No First Name

Users who are missing a first name in their profile

Users with No Manager

Users who are missing a manager in their profile

Users with No Phone Number

Users who are missing a phone number from their profile

Users with No Title

Users who are missing a title in their profile

Users Department Changes

Users that have their department changed in Salesforce

Please note: all of these Alerts support adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

Alerts in BetterCloud can be enabled and customized for your domain, to help keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of alerts currently available in BetterCloud from the Slack Integration.

Administrator Count Exceeds Threshold

The number of Slack administrators has exceeded the threshold set

Deactivated Users

The number of users currently deactivated

Empty Public Channels

Slack public channels with no membership

Files Larger than 25MB Added

Files larger than 25MB have been uploaded to Slack

Files Shared Publicly

Files uploaded to Slack that are publicly accessible

Multi-Channel Guest Added to Team

A multi-channel guest has been added to the Slack team

Some members of your Slack workspace like contractors, interns, or clients may only need access to certain channels. A multi-channel guest can join more than one channel of your choosing.

Owner Count Exceeds Threshold

The number of Slack owners has exceeded the threshold set

Single-Channel Guest Added to Team

A single-channel guest has been added to the Slack team

Some members of your Slack workspace like contractors, interns, or clients may only need access to certain channels. A single-channel guest can join only one channel you've specified.

Team Admin Removed

Users who have had their administrator permissions removed

Team Owner Removed

Users who have had their owner permissions removed

Users with No Name

Users who are missing a last name in their profile

Users with No Title

Users who are missing a title in their profile

Users without Two-Factor Authentication

Users who do not have two factor authentication set up

Public Channel Created

Newly created public channels

Sensitive Data Scanned*

Sensitive data found in a file

Please note: all of these Alerts support adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

*This alert is only available for customers on our Pro and Enterprise subscription levels. Please contact your Customer Success Manager or email [email protected] for more information.

Alerts in BetterCloud can be enabled and customized for your domain to help keep you apprised of security concerns and monitor important settings. Alerts can also be used to trigger Workflows, allowing you to dynamically manage security concerns, redundancies, and routine admin tasks across your organization.

The following is a list of Alerts currently available in BetterCloud from the Zendesk Integration.

Administrator Added

Users that have had super administrator permissions added

Administrator Removed

Users that have had their super administrator permissions removed

New Agent Added

A new agent has been added to your team

New Organization Added

A new organization has been added to your team

Suspended User Count Exceeds Threshold

The number of users currently suspended has exceeded the threshold set

Users with No Phone Number

Users that are missing a Phone Number in their profile

User Two-Factor Authentication Status Changed

Users that have a change in their Two-Factor Authentication status

Please note: all of these Alerts support adding additional conditions, allowing you to create custom Alerts in order to scope your alerting to suit your needs.

Contents

Explore Users

Take Action on Users

Monitoring Action Status

View User Details

Important / Requirements

More Information

This article will introduce you to the Users section of the new Directory. The Users section will allow you to audit user accounts across various integrations, giving you a more comprehensive picture of utilized services across your domain.

If you're looking for the User Directory in BetterCloud for G Suite, please click here.

Explore Users

The Users section of the app can be accessed via the left side navigation bar. When you click on Directory (which has a dropdown carrot icon next to its listing) you'll see options for Users and Groups. Click on Users to view this sectionin the center of the page.

Here you'll see all of your various users, information about which are displayed in severalcolumns.

Audit Logs in BetterCloud

By clicking on the column header, this view can be sorted by each column. All of these columns can be accessed if the grid is in the "Ungroup Integrations" view. Here are the following selections:

"Name" cansort in ascending or descending alphabetical order,or you can search by user name

"Email" can sort in ascending or descending alphabetical order, or you can search by email address

"Integration" can search by integration name,or filter by a particular app that the user is associated with

"Status" can sort in ascending or descendingalphabetical order, or filter for a particular active or suspended state

"Role" can sort in ascending or descending alphabetical order, or filter for a particular user role

"MFA" can sort in ascending or descending alphabetical order, or filter for a particular active or inactive MFA state

"Last Login" can sort by ascending or descending date of most recent login

In all of these selection menus, you can alsoadd additional columns that are hidden from your view by default: "Department", "Title", "Manager", "Org Unit", "Location", "Created Date", "Employee ID" and "External User".

You can alsohide any default columns except for "Name", or restore any default columns that have already been hidden.

Here's an example of what these selection options will look like in the "Integration" column:

The "Integration" column is a particularly important component of the Users List, as it will display all Integrations that a user account is associated with, by the Integration's icon. When users are associated with multiple instances of an integration (for example, if a user's email address is associated with multiple Slack accounts across different teams) this will be represented by a number overlaid on the integration's icon in the Grouped Integrations view:

To facilitate more accurate filtering in the "Integration" column, your user accounts can also be unmerged to show individual listings for each integration. To do so, uncheck the "Ungroup Integrations" button in the top left corner of the Users grid view:

Take Action on Users

Individual directory items can be selected and deselected by clicking on their dedicated boxes. You can also select the entire page that you're viewing by clicking on the check box at column header level; thisoption will persist if you're viewing filtered results.

Your selections will be highlighted in blue.When you select any number of directory items, your selection will be reflected in a change to the section's top navigation bar: the bar will turn green, your number of selections will be represented on the left, and you will see the option for "Actions" on the top right.

Whenyou have selected the directory items upon which you wish to take action, clicking on the "Actions" buttonin this state will cause a dropdown menu of available actions to appear. Clicking the button again will cause the dropdown menu to retract.

Available actions are based on the directory you are in, and are organized by associated integration. On the left side of the dropdown menu, you can view all available actions, or filter by a specific integration. A search bar is available at the top of the dropdown, if you wish to search for a particular action.

When you click on the name of an action, a right side flyout tab will appear. Here, you can fill in the necessary criteria for the action. When all criteria have been met, the "Take Action" button can be clicked.

Note: The "Selected Users (#)" will always be the targeted users that you previously selected from the directory grid page.

To exit out of the tab without taking action, click "Cancel", the "x" icon on the tab, or click on the directory screen below the flyout. To proceed with your action, click "Take Action".

Monitoring Action Status

Onceyou take an action, you will be brought automatically back to your directory grid, and a popup message will appear stating: "We need a little more time to complete the [action name]. Check the audit logs for updates."

Clicking on the audit logs link in the banner will load the BetterCloud audit log page. This page can be occasionally refreshed to see the updated status and history of actions you've taken in BetterCloud.

For more information on the audit log, including adding columns to view additional information, please see here: Audit Logs in BetterCloud

View User Details

When you click on a user's name from the Directory grid, you'll be directed to a new right side flyout tab containing the user's profile, profiles from any other associated apps, group memberships, files owned. This view is now called "User 360".

To help you navigate through a user's details, you'll find twonavigation bars on the left side and top of the tab. These will offer the following views:

The user's name and placeholder for a profile photo

A list of integrations where this user has existing profile data

A summaryview of your user's profile information

AMemberships view will show all existing memberships belonging to this user

A Files view will show existing files owned by this user

A Settings view will show you the Gmail settings of this user, if their account exists primarily in Google

You will also find the same "Actions" dropdown menu and global search bar from the directory grid available, through which you can take actions on the user whose tab you are viewing.

The Summary view will show the profile information of the user, based on the app that is selected on the left side.

The Memberships view will list memberships by name, origin application, display the users' role, and type. By clicking on the column header, each of these columns can be sorted in ascending or descending alphabetical order, and you have the option of filtering by the specific type.

You can also select memberships by their checkboxes, and then take actions on them from the available "Actions" dropdown menu in the top right corner.

Please note that this view will not be affected by the app selection on the left side.

The Files view will show files and folders owned by this user, listedby the same details found in the Files section.By clicking on the column header, each of these columns can be sorted in ascending or descending alphabetical order, and/or filtered by specific parameters.

You can also select file entities by their check boxes, and take actions on them from the available "Actions dropdown menu in the top right corner.

Thisview can be filteredby the app selection on the left side; if "BetterCloud" is selected on the left side, all available files will be shown.

The Settings view will show you current Gmail settings for this user's account. Please note that only Google settings will be available in this view; settings for users originating in other integrations will not be available.

At any point, you can take actions to manage or change the settings of the user whose tab you are viewing, by clicking on the "Actions" dropdown menu in the top right corner of your BetterCloud window while in the other tab views.

You can leave this tab at any time by clicking on the "X" icon in the top left corner of the tab, or by clicking back on the Userssection visible behind this tab.

Important / Requirements

User accountsassociated with other third party apps will only be available after the app has been connected to BetterCloud. For more informationon adding an integration, please see here.

When filling out an action's criteria, the "> Selected User (#)" will always be the targeted users that you previously selected from the directory grid page.

When viewing a User360 profile flyout, actions in the "Actions" dropdown menuwill only be available for the user account itself, unless you have selectedentities in the Membership or Files sub-grids by their check boxes; in this case, actions will be available for these entities.

More Information

Directory: Groups

Contents

Explore Groups

Take Action on Groups

Monitoring Action Status

View GroupDetails

Important / Requirements

More Information

This article will introduce you to the Groupssection of the new Directory. The Groupssection will allow you to audit group entities across multiple apps, as well as view membership lists and profile details.

If you're looking for the Group Directory in BetterCloud for G Suite, please click here.

Explore Groups

The Groupssection of the app can be accessed via the left side navigation bar. When you click on Directory (which has a dropdown carrot icon next to its listing) you'll see options for Users and Groups. Click on Groupsto view this sectionin the center of the page.

Here you'll see all of your various groups entities that are currently active, information about which are displayed in severalcolumns.

Audit Logs in BetterCloud

By clicking on the column header, this list view can be sorted by each column, with the following selections:

"Name" cansort in ascending or descending alphabetical order, search by group name "starts with", "contains", or "exact match"

"Integration" can search for an Integration by name, or filter only for a particular selected app

"Type" can sort in ascending or descending alphabetical order or filter only for a particular selectedtype

"Member Count" can sort in ascending or descending numerical order(this count will include owners and managers), or set a numerical range of members you want to view on the grid

In all of these selection menus, you can alsoadd additional list view columns for "Email", "Created Date" or "Status", hide any default columns except for "Name", or restore any default columns that have been hidden.

Here's an example of what the "Integration" column will look like:

Take Action on Groups

Individual directory items can be selected and deselected by clicking on their dedicated boxes. You can also select the entire page that you're viewing by clicking on the check box at column header level; thisoption will persist if you're viewing filtered results. You can also select all of the groups in your instance as well.

Your selections will be highlighted in blue.When you select any number of directory items, your selection will be reflected in a change to the section's top navigation bar: the bar will turn green, your number of selections will be represented on the left, and you will have the option to use the "Actions" tool on the right.

Clicking on the "Actions" button will cause a dropdown menu of available Group actions to appear. Clicking the button again will cause the dropdown menu to retract.

Available actions are based on the directory you are in, and are organized by associated Integration. On the left side of the dropdown menu, you can view all available actions, or filter by a specific Integration. A search bar is available at the top of the dropdown, if you wish to search for a particular action.

Note: Pay close attention to the integration that your selected directory items are associated with. If an action is chosen from an Integration that your directory item is not associatedwith, the action will be skippedif taken. (For example: Executinga Slack action ona directory item only associated with Zendesk will be skipped.) Remember that you can always filter your directory grid's visible results by common criteria, by clicking on each column header.

When you click on the name of an action, a right side flyout tab will appear. Here, you can fill in the necessary criteria for the action. When all criteria have been met, the "Take Action" button will appear blue and can be clicked.

Note: The "Selected Groups ()" will always be the targeted groups that you previously selected from the directory grid page.

To exit out of the tab without taking action, click "Cancel", the "x" icon on the tab, or click on the directory screen below the flyout. To proceed with your action, click "Take Action".

Monitoring Action Status

Onceyou take an action, you will be brought automatically back to your directory grid, and a popup message will appear stating: "Performing Action" with a description of the action in progress, or the success/failure of the action and link that will direct you to the Audit Logs for updates.

Clicking on the audit log link will open a new browser tab, into which the BetterCloud audit log page will load. This page can be occasionally refreshed to see the updated status and history of actions you've taken in BetterCloud.

For more information on the audit log, including adding columns to view additional information, please see here: Audit Logs in BetterCloud

View GroupDetails

When you click on a group's name from the directory grid, you'll be directed to a new right side flyout tab.

This tab will contain general"profile" details about the group in the top section, a current membership list in the middle, and the group's current access and messages settings in a section at the bottom. The Actions dropdown menu will also be available for actions to take on the group you are viewing.

You can leave this tab by click on the "X" icon in the top left corner, or by clicking back on the Groups section visible behind this tab.

Important / Requirements

Group entitiesassociated with other third party apps will only be available after the app has been connected to BetterCloud. For more informationon adding an integration, please see here.

Pay close attention to the integrations that your selected directory items are associated with. If an action is chosen from an integration that your directory item is not associatedwith, the action will not execute if taken. (For example: Selecting a Slack action for a directory item only associated with Zendesk will not execute if taken.)

The "Selected Groups" will always be the targeted groups that you previously selected from the directory grid page accompanied by dynamic fields.

More Information

Directory: Users

Contents

ExploreFiles

Take Action on Files

Monitor Action Status

View and Manage Item Details

Important / Requirements

More Information

The Files section of BetterCloud allows you to view the file and folder contents of your domain's connected apps, audit details about particular items, and take actions against items you select.

Please note: If you're looking for the Drive Audit functionality governing Google Drive data in BetterCloud for G Suite, please click here.

ExploreFiles

The Files section of the app can be accessed via the left side navigation bar. When you click on it, you'll be directed to the Files section of the platform.

Audit Logs in BetterCloud

Here you can see all existing files saved in accounts across your domain's integrations, along with details in the following columns:

"Name" - The name of the file

"Integration" - The application where the file is stored

"Permission" - exposure settings for the file

"Shared With" - Lists the number of entities that the file has been shared with

"Owner" - lists the item's owner by username

"File-Type" - shows the type of file, if it is a commonly recognized extension

"Last Updated Date" - shows the date and timestamp of the file's last update

You can further manage, sort and filter your column results in the following ways, by clicking on each column header to see its dropdown menu:

"Name" - Can search for a particular document name by "Starts with", "Contains" or "Exact Match"

"Integration" can filter for all files from a specific integration

"Permission" can filter or search for all files set to a specific exposure type

"Shared With"offers the ability to search for a particular collaborator by "Starts with", "Contains" or "Exact Match"

"Owner"offers the ability to search for a particular owner email address by "Starts with", "Contains" or "Exact Match"

"File-Type" can be filtered by common file type;file types can also be searched for

"Last Updated Date" can be filtered to show all files updated within a set date range

In additional, all columns except for "Name" can be hidden from your view with the "Hide Column" dropdown selection, and returned to your view via the"Show Hidden Column" selection.

Three additional columns, which are hidden by default, can be added to your view via the "Show Hidden Column" selection:

"File Size" - Show's the file's size in KB

"Date Created" - the date that the file was first created in the associated application (if the file was first created using a desktop application, that date will not be reflected here)

"Owner ID" - lists the owner of the item by unique provider ID, rather than username

"Document ID" - unique identifier of a file per Provider; generated when a document is created

"Path" - where a file or folder is located

Here's an example of what the "Permission" dropdown menu will look like:

Take Action on Files

Individual data items can be selected and deselected by clicking on their dedicated boxes. Your selections will be highlighted in blue.When you select any number of data items, your selection will be reflected in a change to the section's top navigation bar: the bar will turn green, your number of selections will be represented on the left, and you will see a new option for "Actions" on the right.

Whenyou have selected the data items upon which you wish to take action, clicking on the "Actions" buttonin this state will cause a dropdown menu of available actions to appear. Clicking the button again will cause the dropdown menu to retract.

Available actions are based on the grid you are in, and are organized by associated integration. On the left side of the dropdown menu, you can view all available actions, or filter by a specific integration. A search bar is available at the top of the dropdown, if you wish to search for a particular action.

Note: Pay close attention to the integrations that your selected data items are associated with. If an action is chosen from an integration that your item is not associatedwith, the item will be skippedif action is taken. (For example: Executinga Slack action ona data item only associated with Dropbox will be skipped.) Remember that you can always filter your Files grid's visible results by common criteria, by clicking on each column header.

When you click on the name of an action, a right side flyout tab will appear. Here, you can fill in the necessary criteria for the action. When all criteria in the fields have been met, the "Take Action" button can be clicked.

Note: The "Selected Files (#)" will always be the targeted items that you previously selected from the grid page.

To exit out of the tab without taking action, click "Cancel", the "x" icon on the tab, or click on the directory screen below the flyout. To proceed with your action, click "Take Action".

Monitor Action Status

Onceyou take an action, you will be brought automatically back to your Files grid, and a popup message will appear stating: "We need a little more time to complete the, [action name], action. Check the audit logs for updates."

The BetterCloud Audit Logs can be accessed on the left side navigation bar. This page will show the status and history of actions your admins have taken in BetterCloud.

For more information on the audit log, including adding columns to view additional information, please see here: Audit Logs in BetterCloud

View and Manage Item Details

When you click on a file's name from the Files grid, you'll be directed to a new right side flyout tab containing thefile's information. This is broken down into two boxes:

The top box is reserved for file details such as name, location, owner, size, visibility, and associated dates.

The bottom box will list specific permissions to this file by three columns:

"Permission" will list the name of the permission, which can be sorted in ascending or descending alphabetical order, or filtered by permissionnameYou can also select these entities by their check boxes, and perform actions on them from the "Actions" dropdown menu in the top right corner of your BetterCloud window.

"Type" will list the permission level,which can be sorted in ascending or descending alphabetical order, or filtered byspecific level

"Account" will list the user account with the associated permission, and can be sorted in ascending or descending alphabetical order

The "Actions" dropdown menu from the Files grid will be available for you to use; actions selected and executed here will only apply to the particular file or folder whose details you are viewing, unless you have selected permissions from the Permissions column; in this case, actions will apply to the permissions you have selected, rather the document contained in the flyout tab, as a whole.

To leave the tab, click on the "x" icon in the top left corner, or click on the main Files grid still visible below.

Important / Requirements

Dataassociated with other third party apps will only be available after the app has been connected to BetterCloud. For more informationon adding an integration, please see here.

Updates or changes to Dropbox data made in Dropbox will be reflected in BetterCloud withinapproximately one minute of the change being made.

Updates or changes to Slackdata made in Slack will be reflected in BetterCloudin near real time of the change being made.

Pay close attention to the integrations that your selected dataitems are associated with. If an action is chosen from an integration that your item is not associatedwith, the action will not execute if taken. (For example: Selecting a Slack action for a data item only associated with Dropboxwill not execute if taken.)

More Information

Contents

Events

Conditions

Actions

This article provides an overview of the available events (WHEN), conditions (IF), and actions (THEN) that you'll find in Workflows from the Okta Integration in BetterCloud.

Events

Alerts

The following Alerts can be used as Workflow events :

Administrator Added

Description: An admin was added.

Administrator Removed

Description: An admin was removed.

Administrator Count Exceeds Threshold

Description: The number of Okta global administrators has exceeded the threshold set.

New User

Description: This event triggers when any new Okta user is created. Add conditions to define this event further.

User is Activated

Description: This event triggers a workflow when any Okta user is activated. Add conditions to define this event further.

User is Deactivated

Description: This event triggers a workflow when any Okta user is deactivated. Add conditions to define this event further.

Empty Group

Description: Okta groups with no membership.

Successful Delegated Authentication Via Active Directory*

Description: User's delegated authentication via Active Directory was successful.

Failed User Login*

Description: User failed to login to Okta.

User Attempted SSO Into Application*

Description: User Attempted SSO Into Application.

Invalid Delegated Authentication Via Active Directory*

Description: User's delegated authentication via Active Directory was invalid.

Successful User Login*

Description: Successful user login to Okta.

*Please Note: The Activity-based Alerts marked with an asterisk require at least one condition in order to be activated. They are also only available on our Pro and Enterprise plans. For more information, please contact your Customer Success Manager or email [email protected].

Triggers

The following are standalone WHEN triggers for Workflows that do not require an associated Alert to be configured and activated. Add IF conditions to scope these triggers further.

User Added To Group

Description: This event triggers a workflow when any user is added to any group in Okta.

User Removed from Group

Description: This event triggers a workflow when any user is added to any group in Okta. Add conditions to define this event further.

Conditions

Groups

Group

This condition scopes group-related workflow events by Okta group.

Users

User's Department

This condition scopes events by a user's department.

In order to scope Workflow triggers that are based on Alerts, you can add conditions directly to custom Alerts you configure from the Alerts grid.

Actions

All actions can be taken manually from the "Actions" dropdown menu in the upper right corner of the BetterCloud screen, if applicable, or added to a Workflow as a THEN action for automation. For a full list of the currently available Okta actions, please see our actions library.

On-Demand Workflows

On-Demand Workflows give you the control of executing bulk actions without having to wait to receive a triggering event. Using this tool will allow you to create complex multi-step cross-integration Workflows that can be executed whenever you need them.

You can access all of your Workflows from the Actions menu on any grid. Workflow with any status (Draft, Published, or Inactive) will appear in the Actions menu for on-demand use. They can be run with or without selecting a target from the grid first. If you select a target from the grid, dynamic fields will populate automatically in each action. Otherwise, you will simply need to add the targeted information manually to any required fields.

To get started, select your desired Workflow from the Workflows category in the Actions menu, then proceed with configuring the preset actions in your On-Demand Workflow. The Workflow will be pre-populated with any information entered during its creation, but you can make necessary adjustments for any specific run:

You can also use the toggle to disable or enable any of the actions in your On-Demand Workflow. If you disable an action, it will collapse and be greyed out in your list.

Once the On-Demand Workflow is configured to your liking, you can simply click on the blue Run Workflow button to kick off the set of actions.

If you attempt to run an incomplete On-Demand Workflow, you will see a red highlight on the action where additional configuration is required.

Next, you should see a grey toaster message that notifies you that the On-Demand Workflow is in progress. This notification banner provides a link directly to the Workflows results:

You can view each actions status by clicking on the instance ID from the Workflow Results fly-out. If an action was disabled, you will see Manually Disabled next to the action.

Important Notes:

A Workflow with any status can be used for On-Demand Workflows: Draft, Published, or Inactive.

The Workflow must already exist before it can be run on-demand. It cannot be created from the Actions pane.

New actions cannot be added or reordered through your On-Demand Workflow directly from the Actions menu. These changes must be made through the Workflows Manager page.

Only users that have access to Workflows in their assigned Role-Based Privilege have access to the On-Demand Workflows feature.