Summary:

Do you have a preset training bundle that all employees need to take when they start working in your organization? Is the bundle different per Role or Job Family? Our Auto Assignment feature will auto enroll your employees into specific content based on a value in a Learner Reference Field.

Requirement Overview:

If all of these requirements fit your end goal, this may be the play for you.

• Requirement 1: Require all your new employees to consume onboarding content
• Requirement 2: Require specific content to be assigned to an employee based on their role

Functional Areas to be Used:

• Onboarding Survey, SSO, Learner Registration, or Learner Bulk Import (all the ways you can set Learner Reference Fields)
• Learner Reference Fields
• Auto Assignment

Core Functionality Configurations:

Description:

Configure a rule in the new Auto Assignment engine that will enroll learners in content based on the value populated into a Learner Reference Field.

Configuration:

In order for this configuration to work, a Learner Reference Field must be populated with a list of preset values. Ensure that the Reference Field is populated via your SSO, Onboarding Survey, Learner Registration or Bulk Import, so the condition will be true.

1. Under the Users option in the left navigation, click Auto Assignment.
2. In the Auto Assignment page, click the plus icon (+) to create a new rule.
3. Give your rule a name, then click Next.
4. Choose whether you want to assign Courses or Learning Paths to your employees.
5. Depending on your choice above, you will be presented with a list of Courses or Learning Paths.
6. Use the search bar, if you need, to find the required content, then click it to add it to the list on the right.
7. Click Next to move to the next screen where you will choose your rule or condition of assignment.
8. On this screen, you can create a number of conditions and indicate whether all, or only one condition needs to be met in order to assign the content.
9. In this scenario, choose All Conditions must be met, then click +Add Condition.
10. As we are using a Learner Reference Field to indicate the role of the employee, choose the When a learner has a User Ref Value.
11. On the Edit Conditions page, choose the Reference Field that contains the job role, then enter the value of the job role into the Ref Value field.

     

    

12. Click Save Condition, then click Next (You can add another condition at this point if you wish).
13. A list of learners who meet the condition will be presented along with two options:
    • Backfill existing learners who meet the condition?: Enable this to assign the content to those employees who currently meet the condition or will meet it in the future. 
    • Automatically un-assign learners who no longer meet the condition?:  Enable this if you want to unenroll the assigned content if the Ref Value changes.
14. Click Next to review a summary of the new rule and, if satisfied, click the Save button.

Risk and Mitigation Strategy:

• Use the Backfill existing learners who meet the condition? and Automatically un-assign learners who no longer meet the condition? options with caution, as if you choose to backfill those who meet the condition by mistake, and you don’t chose to automatically un-assign learners who no longer meet the condition, the assigned content will need to be manually unassigned.