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Workspace groups

Workspace Groups make device management easier for organizations, allowing them to group devices based on shared characteristics or specific criteria to monitor statistics more thoroughly and execute effective actions.

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There are three types of groups:

Static workspace group​

It is a group created manually, with free criteria. It can be created and managed from the Portal and from the Workspaces module, by filtering the list in the Workspaces section.

Dynamic workspace group​

It is a group in which some condition is periodically evaluated; for example: "devices with more than 85% memory usage", so its members can change in real-time. It is very useful when you want to apply specific actions on them, such as microservices to solve a specific problem. They are created from the Workspaces module by filtering the list in the Workspaces section.

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Dynamic workspace groups evaluate the fulfillment of a defined condition every 60 minutes; therefore, they are not recommended as a mechanism for detecting user sessions.

Entra ID Workspace group​

It is a group that can pull members from an existing group or organizational unit in the Entra ID domain in use. The creation of this type of group requires at least one active integration with the Entra ID domain, within Settings->Integrations, in Portal.

Group management​

The list view of the Workspace groups section provides information on the name of the groups, their type, Entra ID feature, and the number of devices they contain. The See Details button shows the following tabs:

Workspace Group Details​

Shows the same data as the list view, as well as the group's creation date and the user who created it. The Edit button allows you to change the device name, add a description, or even delete it.

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Workspaces​

Displays a table with a list of the devices that make up that group. Provides information about the Fully Qualified Domain Name (FQDN) of the device, IP address, operating system, CPU cores, Random Access Memory (RAM), type (physical or virtual), and the last user. The options Import Workspaces and Edit are only available for static workspace groups.

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History​

Displays a bar chart with the daily number of devices that have made up the group during the last month. You can zoom in on the chart for better reading by selecting the bars you want to enlarge with the mouse. Using Reset zoom, the information returns to its original state.

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Location​

Allows associating GPS coordinates with the workspace group to relate it to a point on the map. This value is just a reference, it does not update if users change location.

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Installed apps​

This tab shows the list of all applications installed on devices belonging to the selected workspace group.

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The table includes the following fields:

  • Application. Name of the installed application. Clickable. Redirects to its detail view.
  • Publisher. Company developing the application.
  • Version. Installed version number.
  • Operating System. Operating system of the devices where the application is installed.
  • Workspaces. Number of devices in the group where the application is installed. Clickable. Redirects to the Workspaces tab within the application's detail view.

In workspace groups with a high volume of devices, the processing needed to calculate and display this information may require more loading time.

Due to this volume of data, the total number of devices on which each application is installed is not calculated in real-time. This value is automatically updated every two hours, so recent changes may not be immediately reflected.

Schedules​

This feature allows you to set up recurring actions on the workspace group when the same action needs to be executed several times a week within a single schedule.

From this tab, you can schedule the following actions:

  • Wake on LAN (WoL)
  • Shut down
  • Restart

To create a schedule:

  1. Go to Portal -> Workspaces -> Workspace Groups.
  2. In the table, select a workspace group.
  3. Go to the Schedules tab.
  4. Click New and complete the form with the following fields:

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  • Action. Wake on LAN or Shutdown.

    Choosing Wake on LAN enables the option Use specific workspace for WoL, which allows power on through a specific device.

  • Schedule.

    • Start Time. Time at which the action will be executed.
    • Recurrence Pattern
      • Weekly. Selection of one or multiple days of the week when the action will be executed.
    • Time Zone. Time zone to be used as a reference for action execution.
  1. Click on Save.

Created schedules are displayed in a table with configured information, the user who created the schedule, and the latest update data.

From View Detail, it is possible to edit or delete the schedule.

Sync​

This tab is only visible when the group is of Entra ID type. Displays a table with details of the synchronizations performed with information about:

  • Sync date and time.
  • Entra ID Workspaces. Total number of items in the group or organizational unit of Entra ID.
  • Added Workspaces. Number of devices added to the group.
  • Removed Workspaces. Number of devices removed from the group.
  • Existing Workspaces. Number of devices already present in the group.
  • Workspaces Not Found. Number of devices not found in the group; that is, devices that, although part of the Entra ID group or organizational unit, cannot be added to the group as they do not have FlexxAgent installed.
  • Duplicate Workspaces. Number of duplicate workspaces in the group, if any.
  • Execution Time. Time required for synchronization.
  • Action. Allows you to see a table with synchronization information for each device in the group.

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Create groups​

Workspace groups can be created from the Portal and from the Workspaces module.

Create a static workspace group from the Portal​

At the top of the list view in the Workspace groups section, click on New. A form will open where you will be asked to add a name and a description for the new group.

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There are two ways to add devices to a static workspace group from Portal:

  1. In the groups table, click on Detail View of the desired group -> Workspaces -> Import devices. A form opens allowing importation of up to 20,000 devices.

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  1. In the groups table, click on Detail View of the desired group -> Workspaces -> Edit. Next, select the devices you want to add. Those marked with an orange dot are added to the group and those not marked are removed. In both cases, click on Save to keep the changes.

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Organizations can import into a static workspace group those devices that are part of their suborganizations.

Create a static workspace group from Workspaces​

In the sidebar of the Workspaces module, navigate to the Workspaces section. Select the desired devices in the list view and save them in a new group by clicking on My filters -> Workspace group -> Save as workspace group.

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Create a dynamic workspace group​

From the list view of Workspaces, in the Workspaces module, right-click any field in the table to access Filter builder and choose the necessary filters to get a list with the devices that will form the new group. You can also select filters from My filters -> Default filters or from any filtering option offered by the Workspaces view.

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With the device list ready, go to My filters -> Workspace group -> Save as dynamic workspace group. Workspaces will not allow creating a group if the filters for the devices are not specified first.

Workspaces will create a Job with the new group. If you want to verify that it has been formed correctly, you can do so from the list view in the Workspace groups section, in Portal.

Create a Workspace group Enter ID​

Entra ID groups are created from Portal. Go to Workspace groups in the side menu. Click on the New button located at the top of the list view. A form will open where you must add a name, a description for the group, and activate the Entra ID button. Next, select the type of group to be created: Entra ID Group or Entra ID Administration Unit.

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Entra ID groups require an API connection, which can be configured from Portal -> Settings -> Integrations. Only from there can you check the created Enter ID Group and Enter ID Administration Unit and, therefore, perform operations on them from the Workspaces module.

Group editing​

Depending on their typology, group editing is detailed in the following points.

Edit a dynamic workspace group​

To change the filters of a dynamic workspace group, and therefore the members of that group, the following steps must be followed:

  1. Search for the group name in the Filter by workspace group search box located in the list view of the Workspaces section.
  2. Right-click on any field in the table with the list of workspaces to access the Filter builder. From there you can choose the new filters for the group. Please note that Workspaces will overwrite the original filters; that is, it will remove all old filters and replace them with the new ones. Press OK.
  3. With the new device list, go to My filters -> Workspace Groups -> Save as dynamic workspace group. It is important to save the group with the same name it had before so a new group is not created.

Delete a workspace group​

In the list view of the Workspace groups section, in Portal, click on Detail view of the desired group. In the Group Details tab -> Edit, a form will open with the Delete option.

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For more information on how to create or manage workspace groups, please refer to this guide.