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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 the advanced assignment.assignment.png

 

1. Assign a course to a group of people based on their job and location

You can assign a course 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.

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.

Jobs.PNG

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. 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.

 

Exclude.PNG

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

Check Exclude existing academy members if you ONLY want this to pertain to future members, as opposed to assigning it now.

Note: If you have this option checked, you will be able to decide if you want the assignment rule to include any possible reactivations.

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.

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 members (Exclude existing academy members option is unchecked), you have the option to perform 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 a Rule Start date and a Rule Expiration date per auto-assignment rule which will define until when the rule should be active.

Add a due date and note as before, select if you want to assign the users who currently match the rule criteria and click on the blue Set Rule button when finished.

Please note that 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. 

course_assign_now_set_rule.png

Note: If you add a specific date as a due date, the same date will be copied and locked at the Rule Expiration Date field. Once the date is reached the automated rule will expire.

2. Create Combo-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: How to combine assignment rules?

 

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