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Learn - Create a rule to automatically add Users to a Group (and assign Group administrators)

Matt Troy
Updated

In this article, we'll explain how to automatically add and remove Users from Groups, based on the information you know about them. A Learn LMS administrator can manually add users to Groups with just a few clicks, but when you're working at scale it's way more efficient to automate the process.

When a learner is added to a Group, they are assigned all the mandatory and optional learning linked to that Group. When a learner is removed from a Group, they are unassigned from any mandatory and optional learning linked to that Group.

Watch the video and follow the steps below:

 

A few things to know about Group rules:

  • Rules are applied overnight to all groups in Learn
  • Rules can be associated with any Group (except the ‘All users’ group)
  • Rules can comprise one or more conditions 
  • All conditions in a rule must be met for a user to be added to the Group
  • Rules can be dependent on a score for a Lesson
  • Rules can also be set as relative to a specific date - start date, leave date, and birth date
  • Rules can also be used to assign Users as Group Administrators

If you'd like to find out more about Group rules, take a look at Good practice, tips, and examples for working with Group rules.

Want to add users to a group based on multiple criteria?

When you create multiple rules for a Group, a User will be added if they meet any of the rules. In other words, a User only needs to satisfy one of the rules to be added to the Group (i.e Rule 1 OR Rule 2 OR Rule 3, etc). View Using "OR" conditions in a Group rule for more information. 

Steps to create a Group rule

  1. Browse to the Group area of Learn admin:LEARN_Group.png
  2. Select the Group to which you would like to add the rule
  3. Select Rule from The Group administration menu. Any existing rules will be listed
  4. Select New to add a new rule: LEARN_Group_Rule_New.png
  5. Enter a unique code and a Title for the rule
  6. Select the checkbox Rule is enabled, (if the rule is to be active immediately)
  7. Select the checkbox Remove all members…. to ensure that Users are removed from the Group if they no longer match the conditions of the rule
  8. To create a rule that assigns Group Administrators, select the check box Add users to the group as administrators. If the rule is intended to add Users to the Group, skip this step:Group Rules.png
  9. Construct a rule using the fields available in the ‘Data field’, ‘Operator’, and ‘Value’ menus. Options available in the ‘Operator’ and ‘Value’ menu will vary depending on the data field selected. 

    Note that the rule will already contain a definition (User Availability matches true). This rule specifies that the rule will apply to enabled Users only. If not required, this rule can be deleted. 

    For the relative date field (start date or end date), you will also see a rule example below, allowing you to see how your rule will be applied before saving it.
  10. Select Add to create the condition:LEARN_Group_Rule_New_Condition_Add.png
  11. Repeat the process to create more conditions if required. As more conditions are added, a User must meet ALL the conditions in order that they are added to the Group
  12. Select Submit to save all changes to the rule. Note: the condition is saved only when ‘Submit’ is clicked. This step can be easily missed so take care to ensure this step is followed:LEARN_Group_Rule_Submit.png

For this example, a new rule with two conditions is now created. Users will be added to the Group if they are enabled, AND if they are identified as being a Fire Warden. 

Steps to test the new rule

Select Rules from the administration menu, then select 'Test'.

The ‘Test rules’ button on the Group Rules list page confirms how many members will be added to the group when the rule is processed. If this is not the expected number of people, the rule can be corrected before the rule is processed by the overnight batch processor (UK time).

This is an important step, as it ensures the new rule is functioning as required:LEARN_Group_Rule_Test.png

Note: This does not calculate a new member total for the Group. To see the effect of a single rule, disable any other rules in the group before selecting 'Test rules'.

Get deeper learning in The Academy

A Learn LMS administrator can manually add users to Groups with just a few clicks, but when you're working at scale it's way more efficient to automate the process, and your data is key to that. View 'Automate learning assignment' for more detail. 

View the 'Create a learning pathway' Course to see how your site set-up and Group rules can be used to deliver a tailored and focused learning experience for your people.

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