QUICK START GUIDE - Groups

  • Checklists are aids that help you review configuration settings and follow best practices prior to testing. Be sure to test the functionality fully in your Pilot portal before releasing to end users.
  • Groups are used to create an organizational unit based on multiple criteria and are incredibility flexible. The users within a Group can be dynamically updated based on the user criteria, every time the Group is processed. Groups can be used to set availability for learning objects or tasks, to create learning assignments, or to filter for reporting.

PERMISSIONS REQUIRED AND PAGE ACCESS

ASSIGN PERMISSION

OU Group - Manage

OU Group - Update

OU Group - View

OU Hierarchy - Manage

GO TO Admin > Tools > Org Units > Manage Organizational Unit Hierarchy > Select Group from the “Select Organizational Unit” dropdown

 

  1. Add Group - General
  1. Name
  • Choose a name for the group.
  • Organizational Consistency with naming convention becomes increasingly important as multiple groups are created, sometimes by different administrators.
  1. ID
  • The Group ID filed allows you to create a unique identifier for that group and is reportable.
  1. Description
  • The description field allows you to document the purpose for that group, with more detail than the title, alone, allows.
  • For example, you may wish to document that this Group is used for “Annual Sales Compliance Training – Please Do not use or modify for any other purpose.”

 

  1. Add Group - Details
  1. Parent
  • Groups can be nested, allowing you to choose an existing Group as this Group’s parent. This helps with organization.
  • Example: Parent Group: California Sales Managers; Subordinate Group: Los Angeles Sales Managers
  • Nested groups increase efficiencies by allowing you to take action, such as assign all of California or just a subset of subordinate groups.
  1. Owner
  • This field allows you to determine who created or who will be responsible for managing/making changes that group and is reportable.

 

  1. Add Group - Upload Users
  1. Choose File
  • If you have a list of users you would like to add to a group, this functionality allows you to bulk upload that list, if formatted with 1 column, containing usernames, userIDs, or email addresses. There is a 2000 record limit; any users beyond that in the upload file would be ignored.

 

  1. Add Group - Group Criteria
  1. Add New Criteria (Dynamic Groups)
  • The criteria for a group determine which users are added to the group. When a group is created, the group will consist of all users who meet at least one criterion.
  • When creating a group, up to 50 criteria can be added, which can be any combination of AND or OR statements. Click the Add New Criteria icon to add new group criteria.
  • Types of criteria include standard fields, OUs, and User & Position custom fields.
  • AND statements make a group smaller, because you are adding additional criteria. OR statements make a group larger, by expanding who meets the criteria. (E.g. California AND Doctor – you would only get a list of Doctors in California; California OR Doctor. –you would get a list of users who are either in California OR who are Doctors)
  • Dynamic groups can be used to automate many common tasks such as learning assignments, security roles and performance reviews.
  1. Add List of Users (Static Groups)
  • Click the Add List of Users icon to select and add individual users to the group.

 

  1. Considerations
  1. Date Criteria
  • When using Date Criteria within a group, you may want to include starting and ending criteria.
  • Example: You choose Original Hire Date as a group criteria for use in a 2016 New Hire Group, using ‘Original Hire Date’ on or after 1/1/16 and ‘Original Hire Date’ on or before 12/31/2016.
  1. Group Processing
  • Static Groups - Groups that contain only a list of manually added users are processed in real time when saving the group. Each time a user is added to a static group, the group will process immediately and the newly added user will appear in the group.
  • Dynamic Groups - Groups that have one or more criteria defined are considered dynamic groups and process through the nightly group process.
  • The actual time at which the group is processed is dependent upon the configuration of a backend setting. If you have a nightly Inbound Data Feed (IDF), you may want to reach out to Global Product Support to ensure your Groups process AFTER your Data Feed.

 

BEST PRACTICES FOR POST CONFIGURATION

GO TO To make edits to previously created Groups, go to Admin>Org Units>Manage Organizational Unit Hierarchy>Pick Group from the Select Organizational Unit dropdown. Click the Edit icon to edit the Group.
ENABLE SETTING Any changes made to the Group will be picked up the next time the Group processes.