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🤹 What does synchronizing a user mean?
Elba will retrieve all users from your Identity Provider (IdP), but we know you don’t necessarily want all of them to join elba (some are generic addresses for instance, and not real users); so you’ll have the ability to select the users that should use elba. This is what synchronization is about: selecting users that should join elba.
But synchronized users will only be invited to join elba if you have activated a module. Once a module is activated on elba (for instance, the Training module), synchronized users will be invited to join the platform; non synchronized users won’t be invited.
💌 How & when to synchronize users?
You can synchronize your users at 3 different steps.
Workspace creation
First opportunity is to synchronize your users at workspace creation, if you already have a good understanding of how elba works (see detailed step here).
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Module activation
Second opportunity is to synchronize your teams after having activated a module. Let’s take the Training module for instance; after you have properly configured it, you might want to synchronize your users. Please note that since you have just activated a module, this will trigger invitation to the synchronized users.
Users management
Finally, you can synchronize users directly from the Users management tab. Once again, if you have not activated modules at this time, no invitation will be triggered. If you do have activated a module, invitation will be triggered for every newly synchronized users. Users can be filtered by groups (with all your groups in your IDP being displayed here) to help you decide which users should be synchronized.
🤹 Managing synchronized users
In the User management tab, you can edit roles for synchronized users. There are three roles on elba:
- Owner: user who initially created the workspace, with access to both admin & member portals
- Admin: user with access to the admin dashboard, with access to both admin & member portals
- Member: user with access to the member portal only
You can also desynchronize users; they won’t receive notifications from elba anymore and will be removed from all monitoring tables.
🪄 Creating groups on elba
Groups have 3 main use cases on elba:
- Synchronizing users in batch through groups
- Monitoring your team score based on their groups
- Assigning phishing scenarios to specific user groups
On elba, you can either create groups manually or import them from your IdP. Note that creating or importing a group does not synchronize user; but you can synchronize users in batch by filtering them by groups.
Manual creation
To create groups manually, you just need to click on ‘Create groups’ and import your users; the name you’ll give to your group will only be displayed to admins.
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Import from IdP
You can also import groups directly from your Identity provider; this feature is available for Google Workspace, M365 and Okta.
- Google Workspace: elba will retrieve users in Google Groups
- M365: elba will retrieve users inMicrosoft groups; for on premise M365 IdP instances, we recommend using Azure AD Connect
- Okta: elba will retrieve users in Okta groups
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