Group - Create/Edit

Groups are used to create an organizational unit based on multiple criteria. 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 assign training, or to filter for reporting.

Groups can be created from the Admin/Organizational Unit page and when setting availability for learning objects or tasks.

  • To create a group from the Organizational Unit page, go to Admin > Tools > Core Functions > Organizational Units. Click the Manage Organizational Unit Hierarchy link. From the Select Organizational Unit drop-down list, select Group. Then, click the Add Group link.
  • To create a group when setting availability, click the Add New Group link from the availability setting screen.

To edit a group from the Organizational Unit page, go to Admin > Tools > Core Functions > Organizational Units. Click the Manage Organizational Unit Hierarchy link. From the Select Organizational Unit drop-down list, select Group. Then, select the Edit icon in the Options column.

Specify the following information for the group:

General

  • Name - Enter name of group. This is required.
  • ID - Enter ID of group.
  • Description - Enter description of group. This is required.

Details

  • Parent - Click the field to make the group a child of an existing group (required and if not selected creates group as a parent group at the top node hierarchy).
  • Owner - Click the field to choose an owner.
  • Active - Select the checkbox to make the group active.
  • Freeze Group Processing - Select this option to freeze or temporarily halt the daily processing of a group. When this option is selected for a group, the system does not add or remove any users based on the group criteria. For example, if a group is configured to include all users who are in the Accountant position organizational unit (OU), then selecting this option freezes the group processing, and no users will be added to or removed from the group even if new users are added to the Accountant position OU or if users are moved from the Accountant position OU to a different position OU. When this option is unselected, then the system resumes processing the group at the normal daily time. This option is unselected by default.

Upload Users

This section allows the administrator to upload users through a .csv file. Note: The Upload Users option is controlled by a backend setting that is disabled by default. To enable this functionality, contact Global Product Support.

To upload users:

  1. Click Browse to find the file. The file should have only 1 column which includes usernames, user ID's or email addresses. Files must be in .csv format (comma delimited). The file can have a maximum of 2000 users; anything over this maximum number will be ignored and not added.
  2. Click Add.

When a file is uploaded, the users in the file will appear in the Group Criteria section.

Group Criteria - Who is included in the group?

The criteria for a group determine which users are included in the group. When a group is created or updated, the group will consist of all users who meet at least one criteria combination.

Depending on how the group criteria are configured, the group process immediately or through a nightly process. When a group is processed, the system determines which users should be in the group. See Group Processing Times.

See Use Case - Create a Dynamic New Hire Group.

Add New Criteria

When creating a group, up to 50 criteria can be added, which can be any combination of AND or OR statements (e.g., 25 AND statements and 25 OR statements, 10 AND statements and 40 OR statements). Click the Add New Criteria icon to add new group criteria.

  • From the pop-up, select the appropriate OU, standard field, or User custom field that will be used to define the group. The selected criteria appear in the Group Criteria section.
  • Operand - Click drop-down to select from list of operators. The operator determines how the data is to be manipulated. Operator list varies according to the selected attribute.
  • Attribute Value - Click the field to select the appropriate criteria value. The character limit for this field is 5,000.
Field Type Operand Attribute Value
Checkbox Equal to, Not Equal to Drop-down
Date Field On or after, On or before, After, Before, Not on, On Date selector
Multiple Checkbox Includes any of, Is exact match, Includes all of, Does not include any of, Is not exact match, Does not include all of Drop-down
Number Less than or equal, Greater than or equal, Less than, Greater than, Not equal to, Equal to Numerical text box
Radio Button Equal to, Not Equal to Drop-down
Scrolling Text Box Equal to, Starts with, Not equal to Text box
Short Text Box Equal to, Starts with, Not equal to Text box
Drop-down Equal to, Not Equal to Drop-down
OU Is, Is Not, Below, Is or Below, Is Not or Below OU selector

Click on the Save icon to save this criteria.

  • To create an OR statement for this group click on the Add New Criteria icon to add an additional criteria. Users who meet any criteria will be included in this group.
  • To create an AND statement to create additional criteria to existing criteria, click the Add icon (next to criteria), select attribute, operator, and operand and click the Save icon. Only users who meet all criteria of this group be included in this Group.

Note: For Multiple Checkbox type custom fields, multiple options can be selected in the drop-down when configuring criteria. When multiple options are selected, the options are applied as an AND condition. For example, if two criteria options are selected, the selected options display for the criteria as "AND [Field Name] is exact match [Criterion 1] and [Criterion 2]." For all Multiple Checkbox type custom fields, an "All" option is also included. When selected, all criteria options are checked. When unselected, all criteria options are unselected. If the "All" option is selected, the selected options display for the criteria as "AND [Field Name] is exact match All ([Criterion 1] and [Criterion 2])." Options display in the order in which they are created by the administrator.

To create a group based on training or certification status, follow these steps:

  1. In the Group Criteria section, click the plus icon to the right of the section heading. From the pop-up, select the appropriate criteria (training or certification). The selected criteria appear in the Group Criteria section.

  1. From the Please select one or more statuses drop-down list, select the statuses on which you want to filter users. Multiple statuses can be selected. The available statuses depend on whether training or certification is selected. This field is optional, but at least one status or assignment type must be selected.
  2. From the Please select assignment type drop-down list, select the assignment types on which you want to filter users. Multiple assignment types can be selected. This field is optional, but at least one status or assignment type must be selected.
  3. Click the Select Certification or Select Training field to select specific certification or training items. This field is required and multiple training or certification items can be selected.
  4. After setting the appropriate criteria, click the Save icon or click the Cancel icon to remove the criteria. Once a criteria is saved, it appears in the Group Criteria section.

Training Condition Options

Add List of Users

Click the Add List of Users icon to select and add individual users to the group.

After setting the group criteria, click the Save button.

Group Processing Times

  • Static Groups - Groups that contain a static list of users are processed in real time upon 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. Note: The actual time at which the group is processed is dependent upon the configuration of a backend setting. Dynamic group processing times are implemented using UTC (Coordinated Universal Time), which does not observe daylight savings time. This should be considered when determining the best time for dynamic groups to process.
  • Combination Group (Contains Static Users and Dynamic Criteria) - Groups that have a combination of static users and one or more criteria are considered a dynamic group and will process through the nightly group process. Any users added to this type of group will not be processed until the nightly group process. Note: The actual time at which the group is processed is dependent upon the configuration of a backend setting. Dynamic group processing times are implemented using UTC (Coordinated Universal Time), which does not observe daylight savings time. This should be considered when determining the best time for dynamic groups to process.
  • Self-Registration Group - Groups that contain users from self-registration process immediately, allowing users to access training and other resources on the same day.

Note: When creating an assignment via the Learning Assignment Tool setting the learning assignment availability to a group, ensure that AT LEAST ten minutes have passed since modifying the group criteria before creating the learning assignment for the group. This ensures the training will be assigned to the correct users.

Add New Users vs. the Attribute of User

Add New Users will create a static list of users. A User attribute on the other hand will dynamically update the user list for a given group.

  • If Add New User is chosen, and then you select individual users and save the group, the system will list only the users you identified. If either user becomes inactive, the system will remove them from the group automatically but the User criteria for both users would remain.
  • If Add New Attribute is chosen, and you select User, and the operator of Is or Below, then did a search for individual users, the system would display user name and all of direct reports in the organization. If a user becomes inactive or gets added to selected users' direct reports over time, the user list would update automatically without the administrator having to go back in to the group attributes and list each user separately.

Maximum Criteria

  • The maximum number of AND or OR statements within a group is 50.

Group Operators

Multiple Checkbox Use Cases

The following use cases demonstrate how the

These use cases use the following data:

User Name Issued Technology
Anna Burke
  • Desktop - iOS
  • Cell Phone - iPhone
Drew Han
  • Laptop - iOS
  • Cell Phone - iPhone
David Prince
  • Desktop - iOS
  • Cell Phone - iPhone
  • Tablet - iPad
Quin Sanderson
  • Laptop - Windows
  • Tablet - iPad

Use Case 1: Includes any of

The administrator wants to create a group of users who have been issued an Apple desktop or laptop.

  1. The administrator creates a group with the following criterion: Issued Technology includes any of Desktop - iOS, Laptop - iOS.
  2. The group includes the following users:
    • Anna Burke
    • Drew Han
    • David Prince

Use Case 2: Is exact match

The administrator wants to create a group of users who have only been issued an Apple desktop and an iPhone.

  1. The administrator creates a group with the following criterion: Issued Technology is exact match Desktop - iOS, Cell Phone - iPhone.
  2. The group includes the following users:
    • Anna Burke

Use Case 3: Includes all of

The administrator wants to create a group of users who have been issued an Apple desktop and an iPhone.

  1. The administrator creates a group with the following criterion: Issued Technology includes all of Desktop - iOS, Cell Phone - iPhone.
  2. The group includes the following users:
    • Anna Burke
    • David Prince

Use Case 4: Does not include any of

The administrator wants to create a group of users who have not been issued any laptops.

  1. The administrator creates a group with the following criterion: Issued Technology does not include any of Laptop - iOS, Laptop - Windows.
  2. The group includes the following users:
    • Anna Burke
    • David Prince

Use Case 5: Is not exact match

The administrator wants to create a group of users who have not only been issued an Apple desktop and an iPhone.

  1. The administrator creates a group with the following criterion: Issued Technology is not exact match Desktop - iOS, Cell Phone - iPhone.
  2. The group includes the following users:
    • Drew Han
    • David Prince
    • Quin Sanderson

Use Case 6: Does not include all of

The administrator wants to create a group of users who have not been issued an Apple desktop and an iPhone together.

  1. The administrator creates a group with the following criterion: Issued Technology does not include all of Desktop - iOS, Cell Phone - iPhone.
  2. The group includes the following users:
    • Drew Han
    • Quin Sanderson

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