Create Automated Assignment Rules

You can set rules to automatically assign members to courses and curricula according to their Jobs, Above Units, and Units. You can combine criteria to create even more advanced assignment rules to meet your training needs.

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Assign Based on Job and Location

You can assign a course or curriculum to one or more groups of people based on their job, unit, or above unit. You can set an assignment rule to assign the course to future employees automatically.

1. Under Advanced Assignment, select the specific job(s) with which this assignment is associated.

2. From the Select Above Units and Select Units columns, check the desired boxes. Filter using the drop-down menus, if needed.
   If you want to select users who are directly associated with an Above Unit, select the applicable Above Unit. If you want to select users who are directly associated with a Unit, select the applicable Unit.

   Note: Above Unit and Unit selections within the same condition use OR logic. A user meets the condition if they match either the Above Unit and Job criteria or the Unit and Job criteria. They do not need to match both.
    

   If All Jobs, All Units, or All Above Units is selected, newly created Jobs, Units, or Above Units are automatically included in the rule when users meet the other criteria. If you select specific Jobs, Units, or Above Units, update the rule manually to include newly created organizational elements.

3. You can also filter the users based on custom fields that you have set up for your Academy. If the custom attribute you select is of date type then you have two options:
    
   1. Apply rule on selected date in [user] record: This option will allow you to assign the training in question on a future date indicated in the date field attached to each user. If this option is selected then for users with a future date on this attribute the rule will be applied on that date. Please note that the user's date should be within the given timeframe for them to be assigned. If this option is selected then:
       
      • If the user has a past date or today’s date on their date field, they will be assigned immediately.
      • If the user has a future date on their date field, they will be assigned on the date indicated by the field. 
   2. Apply rule when [user] record is created: If this option is selected then for users with a future date on this attribute the rule will be applied now. With this option, all users whose attribute is within the given timeframe will be assigned the moment they match the rule.
      Note: Academy Join Date, Hiring Date, Birthdate, and email address cannot be used in automated assignment rules. Custom fields created by administrators can be used.
4. (Optional) Use an extra filter to assign the course only to members who have a specific language set as a preferred Content language. The number of individuals that match the criteria will appear below. The Preferred Language field will assign the training only to those learners who have that preferred language listed in their profile. Please use "All" unless you specifically need this rule for a specific language. Some users may not have their preferred language set.
5. (Optional) Assign this course to this group this one time and/or set up a rule that will automatically assign individuals under these parameters in the future.
   1. Check Automated Assignment Rule to make this assignment a rule for future hires.
   2. Check Exclude academy members joined before if you only want this to pertain to future members, as opposed to assigning it now. Once you check this you can also define from what date and before you need to exclude members. The default one is today's date. All users that join the Academy after that date will be considered new hires for this rule.
      With this option, you will also be able to decide if you want the assignment rule to include any possible reactivations. Select the Include Reactivations checkbox. 
      Note: If Include Reactivations is checked, then all users who are reactivated after the new hire date (which is designated on the Exclude Academy members setting) will be caught by the rule. 

6. (Optional) Select Unassign when criteria are not met anymore to automatically unassign users who no longer meet the rule criteria. By default, this applies to users who have not completed the course or learning path.

   To also unassign users who completed the training, select Unassign learners who have completed the course. For learning paths, select Unassign learners who have completed the curriculum.

   Note: If a user no longer meets the criteria for one automated assignment rule but still qualifies for the same training through another automated assignment rule, the training remains assigned.
   
   If you want to bypass global notifications settings for course/curricula, and:

   • send a notification for a specific assignment, although no notification should be sent out based on the global settings OR
   • not send a notification for a specific assignment, although a notification should be sent out based on the global settings,

   you can do so with the Send email option.

7. (Optional) Select Assign Prerequisites to also assign prerequisite training. If a prerequisite is already assigned to the user, it is not assigned again.
8. (Optional) Set a Rule Start date and a Rule Expiration date per auto-assignment rule which will define how long the rule should be active.
9. (Optional) Add a due date for this training.
   Note: If you add a specific date as a due date, the same date will be copied and locked in the Rule Expiration Date field. Once the date is reached the automated rule will expire.
   1. Once you add value for the due date field, you will be able to see an extra checkbox Unassign users once due date is missed. Once selected, each user who is included in this assignment should be automatically unassigned from the course once the due date passes. 
   2. If you select Unassign users once due date is missed, another checkbox will appear: Force unassignment regardless of completion or certificate's expiration. If selected, this will auto-unassign the users as soon as they reach their due date regardless of their completion or certificate’s expiration.
10. If the Exclude existing academy members option is unchecked, you have the option to perform two different actions:
    • Assign now: Direct assignment to the users that meet the rule's criteria at the time that the rule is being created. If Assign now is not checked, the existing users will not be assigned at the time the rule is created but will be assigned moving forward if a change is made to their account in the future and they still match the rule's criteria. 
    • Set rule: Rule's creation
11. After selecting your preferred options, select Set Rule.

Create Combined Assignment rules

You have the option to combine specific assignment rules in order to assign a course to individuals that belong to more than one group, to exclude users who belong to a specific group, etc. For more information, please check the following article: Combine Assignment Rules