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How can I set auto assignment rules?

In Schoox, you can set rules for courses/curricula to be automatically assigned to users.

You can create rules per job positions, based on units or above units, or combine criteria to create more advanced assignment rules to meet your training needs.

The process is pretty much the same when creating a rule for Courses or Curricula.

To assign a course to users, select Manage Course under the course of your preference.

From the left side menu, under Students select Assignment

From the top panel, click on Advanced Assignment

Let's take a closer look at different scenarios of advanced assignment.assignment.png

 

1. Assign a course to a group of people based on the job

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

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

select_job.PNG


Then, select the desired Above Units and Units in their respective columns, filtering using the drop-down menus, if needed.

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If you want to select users that are directly associated with an above unit, you need to select the above unit required. In case you need to select users associated directly with the unit, you need to select the unit.

In the image, you can check the "Texas" and "California" above units to have the rule applied to the users that have any of these above units assigned. You can also check the "Store #0110" and "Store #0382" to have the rule applied to those users that have any of these units assigned.

The number of individuals that match the criteria will appear below.

You have the choice of either assigning this course to this group this one time and/or setting up a rule that will automatically assign individuals under these parameters in the future.

Check Automated Assignment Rule to make this assignment a rule for future hires.

Check Only to new hires if you ONLY want this to pertain to future hires, as opposed to assigning it now.

The Unassign when criteria are not met anymore checkbox gives you the option to define if courses assigned to users from that rule, should be unassigned from them once they lose their job/ (Above) Units/ Custom fields and they do not meet the criteria anymore. If this option is checked, the users that do not meet the rule's criteria will be unassigned from courses that they haven't completed yet.

Assignment_rule.PNG

Important note: The unassignment will occur only for courses that were assigned from an automated assignment rule. The courses that were directly assigned to users, will not be unassigned from them. While setting up a new rule for your academy, excluding the future hires (Only new hires option is unchecked), the system performs two different actions:

Assign_now___set_rule.PNG

  • Assign now: Direct assignment to the users that meet the rule's criteria at the time that the rule is being created
  • Set rule: Rule's creation

The Unassign when criteria are not met anymore option will affect only the users that were auto-assigned with the course.

Last but not least, you have the option to set an expiration date per auto-assignment rule which will define until when the rule should be active.

Add a due date and note as before, and click the blue Assign/Set button when finished.

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2. Assigning a course to individuals that belong to more than one group.

You can create rules with criteria that match to more than one set. To better understand this functionality, have a look at the graph below: 

two_data_sets.png

Let's assume that you have Data Set A and Data Set B and you want to assign a course to Unit Managers that belong to both Unit A and B.

To do so, set the first rule for the Data Set A. Data Set A will include the user with the job "Unit Manager" that is associated with the above unit "California" or the unit "Store A". 

Select the job from the drop-down menu, the above unit and unit. 

Store_A.jpg

 

Select Add Rule.

 add_rule.jpg

Once you select to Add Rule, a new panel will be created, where you'll need to insert the rule for the second data set (Data Set B) and then set the combination criteria.

For the second rule, we will select the users with job "Unit Manager" for the Data Set B that are associated with the unit "Store B".

Add_rule_panel.jpg

Click on the arrow symbol of the second rule and insert all necessary details; the job and unit.

store_b.jpg

In the Rule composition editor panel, insert how the rules have to be combined.

In the example, we have the user with the job "Unit Manager" that is assigned to both units "Store A" and "Store B".

To do that, you need to write in the editor "1 AND 2".

Each number refers to the number of the rule. So 1 refers to the first rule (Data Set A) and 2 refers to the second rule (Data Set B).

EDITOR.jpg

Click on Calculate to see how many users match the criteria. 

Check Automated Assignment Rule to make this assignment into a rule for future hires.

 

3. Assign a course to three sets of people

You can add up to three rules following the same process. You can click the "Add Rule" button to create a third rule.

In the Rule Composition editor panel add "1 AND 2 AND 3".

third_rule.jpg

This rule will calculate the users that belong to all three rules (Data Sets A, B and C) at the same time.

 

4. Assign a course to three sets of people, when the third set is independent. 

You can also assign a course to three sets when the third set isn't connected with the other two. 

Example:  You need to assign a course to Unit Managers that belong to Data Set A and Data Set B, and all Sales Managers of Data Set C.

You can create a third rule for Data Set C, for the users with job "Sales Manager" that are associated with above unit(s) and/or unit(s). One the third rule is created, you can write in the Rule composition editor the (1 AND 2) OR 3. This means that the assignment will be applied to all users that are in both Data Set A and Data Set B (rules 1 and 2) and to those that are also in the Data Set C (rule 3) without required to be in the first two Data Sets.

CAL.jpg

Check Automated Assignment Rule to make this assignment into a rule for future hires.

 

Possible connections to the Rule Composition Editor are listed below:

1 OR 2: This assigns the course/curricula to all users that are either in rule 1 or 2.

1 AND 2: This assigns the course/curricula to all users that are in both rules 1 and 2.

1 AND 2 AND 3: This assigns the course/curricula to all users that are in all rules 1, 2 and 3. 

1 OR 2 OR 3: This assigns the course/curricula to all users that are either in rule 1, 2 or 3. 

(1 AND 2) OR 3: This assigns the course/curricula to all users that are in both rules 1 and 2 or in rule 3.

(1 AND 2) OR (1 AND 3): This assigns the course/curricula to all users that are in both rules 1 and 2 or in both rules 1 and 3.

(1 AND 2) AND (2 AND 3): This assigns the course/curricula to all users that are in both rules 1 and 2 and in both rules 2 and 3.

(1 AND 2) AND (2 OR 3): This assigns the course/curricula to all users that are in both rules 1 and 2 and either in 2 or 3.

 

* The connections can contain up to three sets of rules. Rules included in parentheses are considered as one set of rules and prioritized over the ones outside the parentheses.

* The AND operator has priority when calculated over the OR calculator.

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