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AD Users | Send Cloud Service Training Emails rule

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Rule description

This rule sends reminder emails with specified training links to Active Directory users who don't utilize or underutilize the assigned Microsoft 365 services. Default training links point to Microsoft Training center.
Note: The rule works on the adoption Data Base data. Before using this rule please check that the Analytics Collection runbook was run.

 

When to use this rule

Use this rule when you need to send reminder emails to Active Directory users who don't utilize or underutilize the assigned Microsoft 365 services.

Cayosoft Administrator collects service usage data for these Microsoft 365 services:

  1. Exchange
  2. OneDrive
  3. SharePoint
  4. Teams
  5. Yammer

If you need to send a reminder about some other service you should change the rule configuration to send reminders to all users regardless of their service usage.

 

Rule settings

Query Section

Setting name Description

Limit scope to this Domain or OU

This setting defines the search query scope.

To improve query performance, limit the scope to specific OU.

Important: To test rule configuration, limit the rule scope to an OU that contains test accounts or objects.

Query criteria

Query criteria are sent with the query and may improve query performance.

Tip: For different samples on the criteria builder, see KB20180410-1.
Minimum account age (days) Specify the minimum account age in days for the Active Directory user accounts.
Cloud service Specify one of the Microsoft 365 services that are listed on Microsoft Training Center.
Service assignment 

Specify if reminders should be sent to the users only if they have the selected cloud service assigned or reminders should be sent to all users in the rule scope.

Note: Some services like OneNote are not governed by separate assignments and training emails are always sent to all users that are in the rule scope.
Days since last service usage (days):

Specify the number of days since last service usage.

Note: Service usage data only available for Exchange, OneDrive, SharePoint, Teams, Yammer services. Provide days since last service usage. If you have another cloud service selected you should select send reminders to all users regardless of their service usage. Users with no service usage are always included.
Maximum number of users Limit the number of users returned by the query who will be sent the email.

Other Query Settings

  

Properties to display

To display additional properties for each object found by the query, add those properties to the list.

System properties

List of properties required for this rule to be executed correctly.

Filter

To hide unwanted data based on criteria set the filtering conditions here.

Example: filter by the found object Distinguished Name.

Tip: For optimal performance, use the Query criteria above to filter objects whenever possible.

Sort by

Sort result object list.

Initialization script

Usually, rules use query criteria to limit the query search scope. It improves the performance of the executed rule.

Due to PowerShell limitations, it is not possible to use calculated expressions in query criteria. That is the point where the initialization script can help. You can initialize a global variable in this setting and then use it in query criteria. 

Important: To use a variable, declared in the initialization script, in the query scope, it must be global: $global:<variable name>.

 

Action Section

Setting name Description
User email attribute Specify user mail attribute.
To Specify if the user object's email address (selected attribute) should be used or User's manager email address. Also, you can select the custom recipient.
CC, Bcc Email address where the copy will be sent.
From Users can receive emails from default SMTP from address.
Subject

Email subject.

Tip: It is possible to customize email subjects by using different tokens, see Customizing an automation rule or web action output email – Cayosoft Help Center. 
Message

Message text.

Tip: It is possible to customize email messages by using different tokens, see Customizing an automation rule or web action output email – Cayosoft Help Center.
Limit the number of emails sent per minute

An integer value that represents the number of emails sent per minute by this rule.

To change the default value, navigate to Home > Configuration > Settings > Email Settings (SMTP).

The default limit for Office 365 SMTP gate is 30 emails per minute. 
Training links data source

Create CSV file that will have a list of Microsoft 365 services and the corresponding links to Microsoft training.
Advanced Options

 
Write to selected attribute

Specify the user AD attribute that will be filled out after every notification.
Attribute value

Specify the value that will be written to the selected attribute after every notification.

 

Output Section

This section defines the output format of this rule.

To get more information about this section, please see the Output section article.

 

Enforce/Schedule section

This section defines the schedule for how often to run the rule.

To get more information about this section, please see the Enforce/Schedule section article. 

 

 Change History

Version Notes
8.2.0 The rule is introduced in the product.

 

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