How do I create membership rules for custom access groups?

You can add resource users to a custom access group by defining one or more group membership rules. Each rule consists of conditions that determine which resources are added as members of the group.

Any users who satisfy the conditions are automatically added to the access group. Group members who no longer meet the conditions are automatically removed from the group. You can't manually remove group members added through group membership rule processing.

Here's how you can create a group membership rule to add members to your access group:

1. On the Access Group page, select the group you're creating the membership rule for.

2. On the Edit Access Group: Overview page, select the Member Rules tab, then click Create Rule.

3. On the Access Group: Create Group Membership Rule page, enter a Name for the group membership rule and a Description if required.

4. In the Conditions section, specify the rule conditions.

   Each rule consists of one or more conditions that are evaluated individually. You can choose whether the rule action applies if any conditions are met, or only if all conditions are met, by selecting the appropriate value from the Rule Applies If list.

5. Enter a rule condition by clicking the Add icon and enter the values shown in the following table:

   Field	Description
   Object	Select either the Resources object or the Resources Hierarchy object. Only resource users can be added to an access group, so you can only select one of these objects.
   Attribute	Select an attribute from the list. Both custom and standard attributes defined for the object you selected are listed. Support for a number of resource object attributes will be discontinued in future releases. So to prevent issues in the future: Avoid using these attributes: User Account Status, Company, Phone, Job Title, Manager First Name, Manager Last Name, Organizations, Teams, Usages Use custom attributes that are based on database columns only. Avoid using custom attributes, such as attributes based on the Formula field, that aren't based on database columns. Support for attributes that aren't based on database columns will be deprecated in future releases.
   Operator	Select the operator for your condition. For example, Equals or Is blank. Tip: If an attribute can have multiple values, such as the Roles or Teams attributes, use the Contains operator instead of the Equals operator to make sure that the condition adds all the intended resources to the group. For example, if you create a rule, Roles Equals Salesperson, then users who are assigned only the Salesperson role are added to the group. If you create a rule, Roles Contains Salesperson, then users assigned the Salesperson role and any other role are also added to the group.
   Value	Enter a value for the attribute, if relevant. If you're entering more than one value, separate each value with a comma.

   Enter as many conditions as needed to suit your specific requirements. For example, if you want to add all resources who are sales representatives based in the Sales Support organization to your group, create two conditions with values similar to these and choose the All conditions met value from the Rule Applies If drop-down list.

   This table lists example values for the fields in a rule condition:

   Field	Condition 1	Condition 2
   Object	Resources	Resources
   Attribute	Job Title	Organization
   Operator	Equals	Equals
   Value	Sales Representative	Sales Support

6. From the Actions menu, select Save and Publish to ensure that your changes get included in the assignment processing.

7. Click Save and Close.

8. Start the Run Access Group Membership Rules scheduled process to ensure that the access group membership rules are assigned.

   The Run Access Group Membership Rules scheduled process automatically runs every hour to update access groups with changes to the group membership. But you can also run the process at any time from the Access Groups main page by selecting the Update Groups and Members option from the Actions menu. For example, if you edit a rule, it's a good idea to run the process straight away.

   When the process completes, navigate to the Edit Access Group: Overview page where you can see that all the resources who meet the rule conditions are added to the group. Notice that the Member Type field is set to Rule for all the new members.

You can edit a group membership rule at any time by selecting the rule from the Edit Access Group: Group Membership Rules page. You can also delete or inactivate the rule. If you delete or inactivate a rule, any users added to the group through the rule are removed when the Run Access Group Membership Rules scheduled process is next run.

For information about running scheduled processes, see the Understanding Scheduled Processes guide.