Use the Oblige to Retake Page

The Oblige to Retake page provides different ways to oblige your employees to retake (that is, to reassign) training.

Navigation: UKG Pro Learning > Admin > Online Training > Oblige to Retake

On the Oblige to Retake page you can set up retakes individually, based on job and location, or with a prefilled template. You can also download reports on your academy courses and curricula.

Individual Retake

The Individual Retake function allows you to select learners by name and oblige them to retake a course or curriculum.  

1. Based on what you are reassigning, select either Courses or Curricula tab.
2. Select the training you want to reassign. Use the search field and filters if needed. 
3. Select Individual retake.
4. Locate the learners to be reassigned, using the search field and filters if needed.
5. Use the + icon to select the learners. The learner will move to the Selected users column. If you add a learner in error, remove them with the - button.
6. (Optional) Set a due date in days.
7. (Optional) Add a message to the selected learners.
8. Select Reassign Now.

Advanced Retake

The Advanced Retake function allows you to select learners based on their job and location. 

1. Based on what you are reassigning, select either Courses or Curricula tab.
2. Select the training you want to reassign. Use the search field and filters if needed. 
3. Select Advanced retake.
4. Select a Job.
5. Select the Above Units.
6. Select the Units
   • (Optional) Use the Choose Additional Fields dropdown to use any custom fields you may have for your academy.
7. (Optional) Select the checkbox to include users that have not completed the course in the reassignment.
8. (Optional) Check the Automated reassignment rule box. Creating an automated reassignment rule automatically reassigns the course to the selected learners at intervals you can choose. See the section in this article on automated reassignment rules for more instructions.
9. (Optional) Set a due date in days.
10. (Optional) Add a message to the selected learners.
11. Select Reassign Now.

Automated Reassignment Rules

Selecting the Automated Reassignment Rule checkbox creates a rule that will automatically reassign the selected course or curriculum to the learners you chose in the previous steps. There are three options for creating an automated assignment rule that appear when you check the box.

• Reassign every X months after 
  • Enrollment date, or
  • Every completion
• Reassign every X year on [date].
• Reassign to users that were deactivated more than X months.
  If this option is selected, the training will be reassigned to users who have been deactivated for more than the chosen amount of months and are then reactivated.
  Note: 
  If using this option you will have two choices when completing the process.
  • Select the Reassign Now checkbox to apply this rule and reassign the training to users deactivated in the past who meet the selected criteria. Use Set Rule to complete the process.
  • If the Reassign Now checkbox is unselected, using Set Rule will only apply this rule to users who are deactivated in the future and meet the criteria.

Note:

Reassignments do not happen immediately.

When creating an automated assignment rule, check the box to Exclude users that completed the course from the reassignment rule. There are two options: 

• Exclude users that completed the course after a date, or
• Exclude users that completed the course within the past X days.

These options allow for the following:

• Reassign the course only to users that have already completed it:
  • Include users that have not completed the course: Unchecked
  • Exclude users that completed the course: Unchecked
• Reassign the course to all enrolled users:
  • Include users that have not completed the course: Checked
  • Exclude users that completed the course: Unchecked
• Reassign the course only to users who have not completed it yet:
  • Include users that have not completed the course: Checked
  • Exclude users that completed the course: Checked

Finally, you can set a date when the rule should expire. Leave this field blank for no expiration date.

Once the rule is set up, the Employees to retake field will show the number of users obliged to retake the training. The calculated numbers only refer to the Reassign Now functionality. If the chosen date is a past or a future one, the system will display 0 users to retake, as it cannot calculate how many users would match the criteria then. On the other hand, if you choose the current day, the system will calculate how many users match the criteria at the moment and will be obliged to retake immediately. 

Note: 

If you create a re-assignment rule and set a specific due date (for example, 10 days), this due date will be applied to every new re-assignment. 

Select Reassign Now and Set Rule when you are finished. Please note that if you selected to reassign users that were deactivated more than X months, your options will be slightly different. Please see above for an explanation of the options.

Oblige to Retake Using a Template

Administrators and training managers can use the Oblige to Retake template to reassign courses. The template is available on the Oblige to Retake page.

1. Select the Download Template icon.
   Note:
   The column headers of the template are case-sensitive. 
2. In the template, set a unique identifier for each learner. For example, you can use an employee ID, email address, or external ID. Whatever you use, make sure the identifier is unique for each learner.
3. Add a course or curriculum ID for each course you need to reassign. The course or curriculum ID can be found in a course or curriculum report from report builder, in the reports available to download on the Oblige to Retake page (see the Training Reports section in this article), or in the course or curriculum's URL.
4. (Optional) Set a due date. Due dates should only be future dates.
5. Save your template.
6. Select the Upload Template icon on the Oblige to Retake page.

Training Reports

On the Oblige to Retake page, you have the option to download reports for your courses and curricula. 

Under both the Courses and Curricula tabs, you will find one Excel icon that, when selected, will show a pop-up window with one or two reports available for download, depending on your role in the academy. 

• Download a list of your academy's courses
  This report is only available for admins and training managers. It provides a list of all your courses or curricula (based on the tab you have selected) and their IDs. 
• Download a list of your academy's course assignment rules.
  This report provides a list of all the course and curriculum automated rules and the organizational structure they use.