Group Guardrails - Overview
Groups are used for many business-critical functions, including learning assignments, task assignments, and generating reports. When editing a Group, it is easy to make errors that may result in erroneous training or task assignments.
The Group Guardrails enhancement features are designed to make it easier for administrators to edit Group Criteria and avoid costly errors.
The Group Guardrails enhancement includes the following features:
- Enhanced group details when editing a Group
- An Inactive User Criteria flag for inactive users
- User Criteria search
- A pop-up warning when canceling an edit
- A pop-up notification when saving a Group that is frozen or inactive
How Does this Enhancement Benefit My Organization?
This enhancement provides tools to make it easier for administrators to edit group criteria and reduce potentially costly errors.
Enhancement Guide
Click here to download the Group Guardrails Enhancement Guide.
Frequently Asked Questions (FAQs)
Will I see the Group Guardrail features when I create a new Group?
No. The Group Guardrail features only apply when editing an existing Group.
I just added users to an existing Group using the CSV file upload. Can I search for these users before I save the Group?
Yes. As soon as a user is added to the Group Criteria, they will appear in the User Criteria Search results, even if you have not yet saved your changes.
When a user that is included in a Group’s criteria is made inactive or re-activated, how long does it take for the ‘Inactive’ flag to update within the Group Criteria?
The Inactive flag will immediately update. If an administrator is working in a Group at the time the user record is inactivated or activated, the next time the page refreshes, the inactive flag will update accordingly.
Can I search User Criteria by the filter operator (e.g., is, is or below, is not, is not or below)?
Not yet, but we plan to add an operator filter to the User Criteria Search in a future release.
Are special characters supported in the User Criteria Search?
Yes. All special characters are supported in the User Criteria Search. However, if you only enter a left or right parenthesis into the search box and click Search, all users with a User ID will appear in the results because the parentheses are included in the User ID string. Adding additional characters will improve the results. For example, if your user’s first name is “Michael (Mike)”, searching for “(M” will return the correct record.
Are there any changes to our daily group refresh schedule or how our groups process?
No. There are no changes to group processing or refresh with the Group Guardrail enhancements.
What time zone is used for the Last Processed date that displays in the Group Details?
This is the same date that displays in the table on the Manage Group page, which is displayed in the Administrator’s time zone.
Implementation
This functionality is automatically enabled for all organizations.
Permissions
The following existing permissions apply to this functionality:
| PERMISSION NAME | PERMISSION DESCRIPTION | CATEGORY |
| OU Group - Update | Grants access to edit existing custom groups of users. This permission can be constrained by OU, User's OU, and Provider. This is an administrator permission. | Core Administration |