Use Cases - Common Uses for Dynamic Removal
- Scenario 1: Removing safety training from the transcript of a user who moved from the warehouse to the sales department of his company
- Scenario 2: Removing California-specific compliance training from the transcript of a user who transferred from the Los Angeles office to the Chicago office
- Scenario 3: Removing management training from the transcript of a user who was mistakenly added to a project management group
Scenario 1: Removing training from a user who moved to a different department
This use case involves removing safety training from the transcript of a user who moved from the warehouse to the sales department of his company.
- Annual safety training is dynamically assigned to all warehouse workers on the anniversary of their hire date at ABC Company. To do this, administrators created a dynamic recurring learning assignment, which is set up to assign, approve, and register the same online course to all users who are part of the Warehouse Employees group.
- After creating the dynamic recurring learning assignment for the warehouse safety training course, administrators turned Dynamic Removal on for that assignment.
- Joe, a warehouse employee, has recently been transferred to the sales department of ABC Company, and he will no longer be required to complete the registered safety training currently on his transcript, and it will never be assigned to him again. Previously completed instances of this training will remain on Joe’s Completed transcript.
- When Joe was originally hired at the warehouse, he was automatically added to a dynamic group called Warehouse Employees, which is set up to gather all users with Warehouse listed as the department on their user record, who were hired after 2010.
- After his transfer, Joe’s user record was changed to reflect his new department (Sales). This caused him to be automatically removed from the dynamic Warehouse Employees group, which processes each day in order to both add new users who meet the criteria of the group, and also remove users who no longer meet the criteria of the group.
- The next time the recurring dynamic learning assignment for the warehouse safety training processes, Joe will no longer meet the criteria for the learning assignment. Due to this, he will not be assigned the safety training in the future.
- Because Dynamic Removal is turned on for the learning assignment, if the training currently exists on Joe’s transcript in any of the following statuses, it will be removed: Pending Approval, Registration Pending, Approved, Registered, Pending Prerequisite, and Past Due (If Not Started). If Joe has already started the training, it will remain on his transcript, but the assigned due dates will be removed. This allows Joe to still complete the assigned training if he wishes, but he will not receive reminders regarding that training.
Scenario 2: Removing training from a user who transferred to a different location
This use case involves removing California-specific compliance training from the transcript of a user who transferred from the Los Angeles office to the Chicago office.
- Annual compliance training is dynamically assigned to all California-based employees at Z-Corp on January 15th of every year. To do this, administrators created a dynamic recurring learning assignment, which is set up to assign the same document to all users whose location is listed as California (or any of its subordinate locations) on their user record. Administrators turned Dynamic Removal on for this learning assignment.
- Sara, an employee originally hired in Santa Monica, has accepted a transfer to Z-Corp’s Chicago office.
- After her transfer, Sara’s user record was changed to reflect her new location. The next time the recurring dynamic learning assignment for the California compliance document processes, Sara will no longer meet the criteria for the assignment. Due to this, she will not be assigned the compliance document in the future.
- However, Sara was transferred to the Chicago office on January 18, three days after the California compliance training was assigned for 2016, but she has not yet started the training. Because Dynamic Removal is turned on for the learning assignment, and the LO is in a Registered status, the training will be automatically removed from Sara’s transcript. If Sara has already started the training, it will remain on her transcript, but the assigned due dates will be removed. This allows Sara to still complete the assigned training if she wishes, but she will not receive reminders regarding that training.
Scenario 3: Removing training from a user who was mistakenly added to a group
This use case involves removing management training from the transcript of a user who was mistakenly added to a project management group.
- Every 180 days, management training is dynamically assigned to all project managers at Transikon. To do this, administrators created a dynamic recurring learning assignment, which is set up to deploy the same online course to all users who have been individually added to a dynamic group called Project Managers every 180 days from the date of the original assignment. Administrators turned Dynamic Removal on for this learning assignment.
- Julie, an administrative assistant, was accidentally added to the Project Managers group, and was erroneously assigned the management course. It is currently on her transcript in an Approved status because the learning assignment was set to Assign and Approve training for all users included in the assignment.
- After realizing the mistake, an administrator accessed the Project Managers group and removed Julie from the list of group criteria.
- The next time the learning assignment processes, Julie will no longer meet the user criteria. Because Dynamic Removal is turned on for the assignment, and the LO is in an Approved status, the training will be automatically removed from Julie’s transcript. If Julie had already accessed the training, and it was in an In Progress status, dynamic removal would NOT remove the course from her transcript. It would be necessary to manually remove the training from her transcript.