Now that you have had the time to play with creating Modules, Learning paths and Sharings, it is time for you to share the content with your users! Firstly, we will introduce you to automatic rules and then explain how to do it manually.
Assign users automatically to a Sharing
Start out by watching the walk though here 🍿
Sharings can also be automated, which means that you will not have to manually assign users to your learning content (Learning paths and Modules). You do that by setting up rules that automatically assign groups/employees that match your predefined criteria. Let's take a closer look at that.
What is a “rule”?
Rules are a way to automate actions you usually would have to do manually. This means you can auto-assign learning content to users based on their Job profile, Department, or Permission type.
How to set up a rule?
To set up a rule, navigate to Assign users in the Sharing you want to automate.
Click on Create rule.
Choose criteria for the rule (Job profile, Departments, or Permission type)
Select the Job profiles, Departments, and/or Permission types to define who should be assigned to the Sharing.
Here's an example🧠
You want to automatically assign all users in the finance department to a Sharing.
Select Departments after you have created a new rule.
Click the Departments dropdown menu.
Tick off the box with the finance department.
Activate the rule by clicking the slide button (just below the "Create rule" button).
The rule is now active, and all users within the Finance department will be added to the Sharing automatically.
Multiple rules
You can add as many rules as you would like. Simply create a new rule and follow the steps. This is beneficial if you want to share learning content with a department and a job profile or permission type. With this, you have the option to narrow down your target group.
Example🧠
You want to add users from the finance department, but only users with the Permission type “User”.
Create a new rule.
Select Departments.
Click the Departments dropdown menu.
Tick off the box Finance.
Click the “+” button next to the Departments drop-down menu.
Select Permission type.
Click the Permission type dropdown menu.
Tick off the box User.
Click Apply.
Activate the rule by clicking the slide button (just below the "Create rule” button).
The rule is now active, and only users within the finance department that have the Permission type “User” will be added to the Sharing.
Options on the rule
In the right hand side right beneath the Create rule button you have a option to make the rule automatic and also to chose that it should not assign new users.
It is explain in the video and the text below🎬
The “Assign only new users” function
If the box is ticked off, only new users (in the future) who are added to the Department, Job profile, or Permission type will be assigned to the Sharing. Users already in the predefined criteria will not be assigned.
Activate the rule
And always remember to activate the rule using the slide button just below the “Create rule” button.
The first time you create a rule and activate it, you need to be mindful of the blue text right underneath the rule that says, "Click here to assign these". Go here and add all the users with matching criteria by ticking the top box and then clicking +Add. When this is done, all users that match are added to the sharing, and users with matching criteria in the future will also be added.
Quick tip💡 Users that no longer fit the criteria of the rule will not be removed from the sharing. To remove them, you need to click the x to the right of a users name to move them from the sharing.
After doing this, the user will no longer see the sharing in their dashbord, but their completions are still saved on module level. To see the data in insight again, you need to re-add them to the content.
Assign users manually to a sharing
Follow the step-by-step guide here if you're going to assign users manually to a Sharing. If you'd like to auto-assign users using the rules.
Go to Sharing in the side menu.
Choose the Sharing you want to assign users to and click it! (Want to learn how to create a Sharing?
Click on Assign users in the top right corner.
Click on Add users.
Use the search bar to search for users you want to assign the Sharing (you can search for Name, Department, Job profile, and Permission type).
Select the users you want to add.
Click +Add and the user is now assigned to the Sharing.