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Access Groups

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This covers Moveworks Copilot

Moveworks Copilot is the latest conversational experience

Overview

Moveworks Access Groups enables users to self-service the management of distribution list (DL), also known as email groups.

Groups Access is composed of these key features:

Create a DL

Users can create new email lists, also known as distribution lists (DLs), directly in chat by messaging with the Moveworks Copilot.

Create a group

To create a new DL, users can send a message to the Moveworks Copilot in chat, such as:

  • “Create a new marketing dl”
  • “I need to create a new group for my team”

After the user tells the Moveworks Copilot what they’d like to name the group, the Moveworks Copilot confirms with the user the group name and email alias they’d like to give the new group. The Moveworks Copilot also lets the user know the group will have the default settings and that the user will be set as the owner of group.

At this point, the user can click on Yes to acknowledge that is the correct name and email address they’d like to give the group, and submit the group request. The Moveworks Copilot will then make a REST API call or LDAP request to your respective IDAM system to create the new group. Once it’s done the Moveworks Copilot will confirm the group has been created, and provide a link to where they can manage or make changes to the newly made group.

Users can also click on Edit request to give the group a different name, before submitting the group request. When they click on Edit request, a window will appear where the user can edit the owner of the group, the group display name, and the group email prefix.

Add users to a DL

Users can ask the Moveworks Copilot in chat to add themselves or others to email lists and groups, also known as distribution lists (DLs). They can specify which DL they want to be added to and their request will automatically be completed (depending on their organization’s approval workflow).

Add yourself to a DL

To be added to a DL, users can message the Moveworks Copilot telling it they want to be added to a specific DL. In response, the Moveworks Copilot will reply with a message summarizing the name of the user and the name of the group they are about to be added to. The user can then click on Yes, if the information is correct, and their request will be submitted. The Moveworks Copilot will check for any approvals needed to fulfill the request. Once all approvals are secured the Moveworks Copilot will add the user to the group and notify them they are now a member of that DL.

Users can also click on Edit request, to change the details of their request. A form will appear when they click Edit request, and they will be able to change the user being added, the group they’re being added to, and add other individuals.

Adding others to a group with user disambiguation

To add others to a group, users can message the Moveworks Copilot asking it to add a specific individual to a group. The user can mention the name of the user and the name of the DL they want that person to be added to, and the Moveworks Copilot will present a list of DL names that match the user’s request. The user can then select the DL by replying to the Moveworks Copilot with the number preceding the DL name.

Adding multiple people to a group

To add multiple other users to a group, users can message the Moveworks Copilot with the names of the people and the name of the DL. The Moveworks Copilot will be able to recognize the user is asking to add a number of people to a DL. They can then click on Yes to confirm the action upon reviewing the details, or click on Edit request to open the form and enter in the email addresses of the users they’d like to add to a group. Once all approvals are secured the Moveworks Copilot will add these users to the desired group and notify them they are now a member of that DL.

Notification for others

When users are added to a group they will be notified in chat by the Moveworks Copilot that they are now a member of that DL.

Configuration Options

Approvals

Moveworks can be configured to automatically request approval from the owner of a distribution list if required.

Orphaned Email Group

Email groups without an owner assigned can be configured so that a specific person or group of people can receive group request and approve them.

Blocklist

A blocklist allows admins to restrict self additions and third-party additions to a static list of groups. Blocklists can be used for groups where membership is restricted (for example, legal, executives, or financial reporting) and for groups where membership is already automated by another system (i.e. “All-Hands Group” or a group based on location or job category).

FAQ

  1. What if I don’t want some of my groups indexed?
  • Moveworks supports configuring a Denylist. When a group is added to the denylist, the bot will not have any knowledge of this group when searching for DLs.
  1. Does Moveworks cache all the groups in my system?
  • Yes, Moveworks uses its enterprise cache to periodically (every 24 hours) index all groups for searchability.

Remove users from a DL

Users can ask the Moveworks Copilot in chat to remove themselves or others from email lists and groups, also known as distribution lists (DLs). They can specify which DL they want to be removed from and their request will automatically be completed (depending on their organization’s approval workflow).

Remove yourself or others from a DL

Automated removal from DL

To be taken off a distribution list, users first message the Moveworks Copilot telling it they want to remove themselves from an email group. Users can also tell the Moveworks Copilot to remove other users from email groups. In response, the Moveworks Copilot will reply offering the user the option to remove users from a DL.

Based on the user’s initial message the Moveworks Copilot is able to parse out the name of the user and DL they are being removed from. Users can click on Yes to confirm removal, or click on Edit request to edit the user or the DL. And when the user confirms action, the Moveworks Copilot will tell them what approvals are needed before the request can be completed. And once the removal request is approved, the Moveworks Copilot will notify the user they and/or other users have been removed from the DL.

Manual removal from DL

If a system does not support automated removal of users, the Moveworks Copilot can still help users remove themselves from a group. The user asks Moveworks Copilot to remove them from a specific group, and it will help them file a structured ticket to capture all the information needed for an agent to complete their request.

Removal Notification

When users are removed from a group they will be notified in chat by the Moveworks Copilot that they are now no longer a member of that DL.

Configuration Options

Approvals

Moveworks can be configured to automatically request approval from the owner of a group if required.

Orphaned Email Group

Email groups without an owner assigned can be configured so that a specific person or group of people can receive approvals.

Blocklist

A blocklist allows admins to restrict self removal and third-party removals to a static list of groups. Blocklists can be used for groups where membership is restricted (for example, legal, executives, or financial reporting) and for groups where membership is already automated by another system (for example, an “All-Hands Group” or a group based on location or job category).

Check membership of a group

For an employee (or employees) within the organization, users can ask whether they are a member of a specific distribution list.

This Copilot plugin requires 2 inputs: the name or email of the employees in question, and the name or email of the distribution list.

In addition, users can also check multiple people’s membership status.

Please note that this capability is not designed to return all members of a distribution list. Use cases like “Who are in the Sales group?” is not supported.

Check the owner of a group

Users can find the owner of a distribution list by providing the name or the email alias of the group. For example, “Who’s the owner of the XYZ distribution list?” The Copilot will lookup the owner of the group after confirming the group in question.

Users can also ask yes/no questions to confirm the owner of a group, such as “Is Varun the owner of the Product Management group?”

Updated about 2 months ago

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