Ability to Assign Training Beyond Managers (Early Adopter)

With this enhancement, we introduced a new Assign Training with Constraints permission, enabling users without managerial or approver roles to assign trainings. The simplified user interface provides an intuitive and streamlined experience with robust search functionality. Up to 1000 users can now be assigned training. The following are the key features of this enhancement:

  • The new Assign Training with Constraints permission can be granted to any Security Role.
  • The User Interface (UI) is now simpler and more intuitive.
  • Users can easily search for others by their first name, last name, division, position, location, or manager's name.
  • The ability to select multiple users simultaneously for a specific training.
  • The Assign Training page now consistently presents key details for all Learning Objects (LOs).
  • The Assign Training page displays more user details with multiple columns, providing comprehensive information at a glance.

The new Assign Training UI is available to anyone with the new Assign Training with Constraints permission when assigning training from Learner Home, Learning Search, and Learning Details.

To assign training from the Training Details page, search for the learning object (LO), and then, click the Assign button. Enter the necessary details on the Assign Training page and click Submit.See Assign Training Page Features.

How Does this Enhancement Benefit My Organization?

With this improvement, assigning training has become easier for non-administrative users through the introduction of a user-friendly interface. This will reduce delays, errors, and the administrative workload.

Considerations

  • The new UI does not support Assignment for Cohort and Certifications. Users will always be redirected to the old UI for certifications and cohorts, regardless of their permissions.
  • The previously existing UI is still used when training is assigned through the Transcript, MyTeam or Universal Profile Actions. The previously existing Assign Training page and permission still work for anyone who does not have access to the new permission.
  • For users with both permissions, the previously existing Assign Training page and permission continue to function in scenarios that are not supported by the new Assign Training UI and permission, and/or when assigning training outside the constraints of the new permission.
  • The Assign button will not be visible if the user does not have Assign Training with Constraints or Assign Training permission. Also, the training needs to be within user constraints for the Assign button to be visible.
  • Users with only the Assign Training permission will always be redirected to the previously existing UI with manager constraints.
  • If a user possesses both Assign Training and Assign Training with Constraints permission, they will be directed to the new UI for trainings falling within the constraints of the new permission. For other trainings within their availability, they will see the Assign action and be directed to the old UI, where they can assign the training only to users for whom they are the manager, approver, or cost center approver.
  • Note that if any constraints are modified for the Assign Training with Constraints permission, it may take up to 1 hour to propagate the updated constraints.
  • For a learning object (LO) without an associated price, if the Registered Users On Approval checkbox is selected during creation, the Auto Register checkbox on the Additional Details page of the Assign Training Project becomes redundant. This implies that the user will be assigned with a Registered status.
  • Trainings are assigned to users selected as new registrations (Assign New Occurrence). This implies that if learners are currently in progress for a training, their progress will be reset, and they will receive a new registration. For curricula, the progress of all associated child trainings will also be reset. This is true if the recurrence settings are enabled on the LO in the course catalog.
  • If a pricing rule by Organizational Unit (OU) is established, the Automatically register users checkbox is not disabled for the OU that has a price.

Frequently Asked Questions (FAQs)

You will be notified that the maximum number of selected users (1000) has been reached. No more users can be selected at this time. You will need to reduce your selection to 1000 or less.

The Assign button will not be visible if the user does not have Assign Training with Constraints or Assign Training permission. Also, the training needs to be within user constraints for the Assign button to be visible.

Continue to details button will be disabled if:

  • No user is selected for the training assignment.
  • The number of users selected is equal to or greater than 1000.
  • The number of selected users are greater than the seats available.

Enhanced Search is designed to fetch up to 10K users based on the permissions and constraints set in the system. If no specific search criteria are entered, the system retrieves any 10K users within those parameters. To ensure relevance, we recommend refining your search criteria to narrow down the number of users to less than 10K.

Please note that training assignments can only be done for up to 1000 users at a time. Hence, we recommend using Learning Assignment Tool (LAT) to assign training if the number of users is greater than 1000.

When loading training details and user information, it may take some time to display the information on the page. Similarly, when submitting a list of users for assignments, there might be a delay. The spinner is displayed while training and user data are loaded in the background or until the training assignment is processed.

If enrollment reservations or restrictions are configured for the session being assigned, then View seat availability link button will be displayed. Clicking View seat availability will open a modal with additional seat information.

When a training has recurrence enabled, and learners are selected for reassignment, a notification will be displayed on the 'Select users' screen to notify the assignor that progress will be overwritten. If the users that are in an In Progress status are deselected, then the notification will disappear.

Notification text: One or more users previously started this training. Re-assignment will reset any work in progress.

The following statuses are considered In Progress and the notification will be displayed if one or more users selected have the following status for their current registration.

  • Completion Approval Denied
  • Completion Approval Denied / Past Due
  • Failed
  • Failed / Past Due
  • In Progress
  • In Progress / Past Due
  • Incomplete
  • Incomplete / Past Due
  • Past Due
  • Pending Acknowledgement
  • Pending Acknowledgment / Past Due
  • Pending Completion Approval
  • Pending Completion Signature
  • Pending Completion Signature /Past Due
  • Pending Evaluation
  • Pending Evaluation / Past Due
  • Pending Grade
  • Pending Grade / Past Due
  • Pending Observer Completion
  • Pending Observer Completion
  • Pending Observer Completion / Past Due
  • Pending Post-Work
  • Pending Post-Work/Past Due
  • Pending SF-182 Form Approval
  • SF-182 Form Denied

Transcript Delivery Method field in Reporting 2.0 will display Direct Assignment when training is assigned using the new permission.

Use the Learning Assignment Tool (LAT) to assign training in bulk to large groups of users.

The following are the details on how transcript history updated when training is assigned, reassigned or a newer version of training is assigned.

Training Status Automatically register users checkbox Final status Comments Added? Entries* Transcript history entries (will be localized and sorted by date with the most recent entry at the top)
Assigned Not checked Approved No 1 Assigned by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM Comments: Initial Request
Assigned Not checked Approved Yes 1 Assigned by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM Comments: ()
Assigned Checked Registered No 2
  • Assigned by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM Comments: Initial Request
  • Registered by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM
Assigned Checked Registered Yes 2
  • Assigned by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM Comments: ()
  • Registered by User First Name and Last Name
Re-assigned** Not checked Approved No 1 Assigned by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM
Re-assigned** Not checked Approved Yes 1 Assigned by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM Comments: ()
Re-assigned** Checked Registered No 2
  • Assigned by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM
  • Registered by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM Comments: Automatic registration upon training assignment
Re-assigned** Checked Registered Yes 2
  • Assigned by User First Name Last Name (User ID) on mm/dd/yyyy/ hh:mm:ss AM/PM Comments: ()
  • Approved by User First Name Last Name (User ID) on mm/dd/yyyy/ hh:mm:ss AM/PM
  • Registered by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM Comments: ()
Newer version assigned** Not checked Approved No 1 Assigned by User First Name Last Name (User ID) on mm/dd/yyyy/ hh:mm:ss AM/PM Comments: Initial Request
Newer version assigned** Not checked Approved Yes 1 Assigned by User First Name Last Name (User ID) on mm/dd/yyyy/ hh:mm:ss AM/PM Comments: ()
Newer version assigned** Checked Registered No 2
  • Assigned by User First Name Last Name (User ID) on mm/dd/yyyy/ hh:mm:ss AM/PM Comments: Initial Request
  • Approved by User First Name Last Name (User ID) on mm/dd/yyyy/ hh:mm:ss AM/PM
  • Registered by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM
Newer version assigned** Checked Registered Yes 2
  • Assigned by User First Name Last Name (User ID) on mm/dd/yyyy/ hh:mm:ss AM/PM Comments: ()
  • Approved by User First Name Last Name (User ID) on mm/dd/yyyy/ hh:mm:ss AM/PM
  • Registered by User First Name and Last Name (User ID) on mm/dd/yyyy hh:mm:ss AM/PM Comments: ()

* Entries in Transcript History

** Training is already on user’s transcript

Implementation

To assign training to users who may not be under the direct supervision of the assignor, the Assign Training with Constraints permission is required.

To enable this functionality, go to the Feature Activation tile in Learning Preferences > Feature Activation Preferences.

After activation, the permission Assign Training with Constraints will be added to your System Administrator security role, providing the capability to assign training to users within specified constraints using the new workflow.

Administrators can deactivate the feature in Feature Activation Preferences if necessary. Deactivation will revert to the legacy User Interface for assigning training.

Permissions

The following new permission applies to this functionality:

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Assign Training with Constraints

This permission grants any Role, User, or Organizational Unit (standard and custom, including groups) the ability to assign training to other users. This permission, along with its constraints, seamlessly integrates with the existing Assign Training permission. Users with either the new permission or both will be redirected to a new interface and will use the constraints associated with the Assign Training with Constraints permission. This permission can be constrained by the following:

  • User's direct subordinates
  • User's subordinates
  • Organizational Units (including Groups) - Standard and Custom
  • Provider
  • Training Type
  • Training Item (specific training)

Multiple constraints on the permission between User/OU and LO are treated as AND constraints, whereas constraints between User/OU are treated as OR constraints.

 Learning - Administration