This article covers how to assign learning activities.
Need-to-Know
- You can assign a domain, organization, job, audience, or individual user to a learning activity.
- Assignments should be designated as required, however, you may also assign training as recommended. Both will display on a learner’s timeline.
- Managers can assign to direct reports and administrators can assign to anyone on campus.
- Assignments are driven by Audiences that use a combination of organizations, jobs, users, and other data constructed by rule sets.
- Refer to the How to Create an Organization article on how to create organizations and manage users.
- Refer to the How to Create an Audience article on how to create audiences and rule sets.
- If you do not want assignments to go out, you will need to remove the audience before 10:00 p.m.
Table of Contents
How to Assign Learning Activities
- When assigning training, using an audience is the recommend approach.
- The workflow for audience construction is as follows:
- Admins should use organizations to manually add users for learning assignments.
- Organizations feed into the audience via the rule Organization is…
- Audience is attached to the learning activity under Management > Audience within the learning activity.
- The workflow for audience construction is as follows:
- Audiences refresh nightly.
- Assignments should be marked as REQUIRED.
- Required compliance assignments should come from an administrator (not a manager).
Having your audience created is recommended before assigning it an activity. Please refer to the How to Create an Audience article and create your audience before moving forward with the assignment.
Step 1: Go to Administration > Quick Links > Learning Activities.
Step 2: Search for the learning activity you want to assign.
Step 3: Click Edit (blue button on right).
Step 4: Send the learning activity to stage. Click on the Send to Stage button.
Step 5: Scroll down until you see Management > Audiences.
Step 6: Click on Add.
Step 7: Search for the audience that needs to be assigned to the training.
Step 8: Click on the checkbox next to the appropriate audience and click on the Next button.
Step 9: On the assignment options page, choose the timing, priority etc. criteria for the current assignment group.
- Audience Name: If you have one audience (or population) that you are assigning, check “apply to all”. If you have multiple audiences, you can specify different dates for each population.
- Required or recommended: Both display on a learner’s timeline.
Best practices for assigned training is to always select required.
- Assignment date: This is the date the assignment will start calculating from.
ALWAYS choose TODAY as the assignment date. Do not choose an assignment date in the future or in the past.
- Due Date: Choose “Within” x amount of days to select a due date. A fixed date can be problematic if users are being assigned at different times of the year.
- Priority: Determines display order on learner’s timeline.
- Learner Assignment Notes: Any additional learner assignment notes can be inserted into the Learning Activity Assignment Notification with the macro %LearnerNotes% (this is a standard field within the default CSU Learning Activity Assignment notification template).
Step 10: Click on the OK button.
Step 11: The information will display under the Audience.
Assignments go out automatically every night (around 10:00 p.m.) based on information received from our data feed. If you want to verify how many employees will be assigned training, you can go to the User Count. If you change your mind about the assignment, you will need to remove the audience from the assignment before 10:00 p.m.
Step 12: Click on the Validate for Production button to enable the learning activity assignment.
Step 13: Click on the Move to Production button.
Removing the Assignment
Step 1: To remove the assignment, click on the Send to Stage button.
Step 2: Scroll down to Management > Audience.
Step 3: Click on the checkbox next to the audience and click on the Delete button.
Step 4: The page will refresh and you will no longer see the audience.
Step 5: Click on the Validate for Production button to enable the changes.
Step 6: Click on the Move to Production button.
This concludes how to assign learning activities.