Auto Assign for an induction (new hire) Group

If you’re looking to have New Hires auto assigned to a Learning Path when they join the firm, this topic guides you through the process.

You must have a Security Profile of User Administrator or Company Administrator in order to create and manage Groups.

Related Topics

Groups and Access Manager

Creating a Group

Viewing Group Members

Editing a Group

Learning Paths

Automated Notifications

Step 1 – Create an Induction (New Hire) Group

1.From the Library, or Users page, click the three dot Options menu, and then select Groups.

2.Click Add a new record on the toolbar.

3.Name your Group.

4.Select the Available for option(s).

Productivity Tip

Select both options (Relevance and Learning Path Auto Assign) if they are appropriate for the Group being created. The Group name will be listed when you view the Relevance tab of a Course or News message and the Auto Assign tab of a Learning Path.

Once you have selected the Available for options and saved, you cannot edit this setting later.

5.Click .

6.By default, All users will be specified as the criteria. Click Add a new record on the toolbar to add the appropriate criteria to define the members of the Group.

Groups and Access Manager - Clip 1

7.Select the appropriate criteria in the Add Parameter(s) dialog box:

a.Parameter Name – click the arrow to display a list of fields that are available in the User Details.

b.Value(s) – click the arrow to display the list of associated values for the selected parameter. You can select more than one.

Auto Assign for Induction Groups - Clip 1

Example:

Parameter Name = Hire Date From
Value(s) = 3/1/2019

This group will include anyone with a Start Date of 3/1/2019 or later.

a.Click .

8.As needed, add parameters to the Group by repeating Steps 6 and 7. When you add a parameter to a Group, you are setting an AND statement.

Creating an Induction Group - Clip 1

Important!

We do NOT recommend using the User Identifier Parameter when creating Groups, unless you have a very specific reason to do so. This parameter specifies the single User Value you select. Instead, select other general parameters, allowing Group members to be dynamically maintained by the LMS.

9.When all parameters have been added, click .

Step 2 – Auto-Assign a Group to a Path

Once Groups have been created, the group is available for auto-assignment to Learning Paths. This method automatically assigns a Learning Path to users based on Groups as defined in the Group Manager. For example, having a New Hire Group allows you to create a Learning Path specific to new users joining the firm without having to add them individually.

1.Navigate to the Library page.

2.Search for the Path, hover over the Path card, and then click the Edit record icon.

3.Select the Auto Assign tab.

4.Select the Group(s) to be Auto Assigned to the Path.

5.Click .

Note: If Users who are automatically assigned to a Path become removed from the Path>Users list, they may be reassigned to the Path if they still belong to an associated Auto-assign group. Refer to the following points to understand when the Auto-assign feature is triggered to run:

•Automated learner imports trigger the auto-assign feature to check rules and run all Auto-assign jobs.

•Updating and saving an Auto-assign group will trigger the Auto-assign to run wherever that group is being used.

•Opening and saving a Path's Auto Assign list (Path>Edit>Auto Assign) will trigger Auto-assign to run.

•Clients who don't have an automated import to trigger Auto-assign to run, can request Intellek to enable a process to run daily, overnight Auto-assign jobs (midnight UTC). To request this process, contact support@intellek.com.