Create Automated Assignment Rules

You can set rules to automatically assign learners to courses and learning paths according to their Jobs, Above Units, and Units. You can also combine criteria to create more advanced assignment rules.

Report on your set rules in the Report Builder with the Courses Automated Rules Report and the Learning Path Automated Rules Report.

Navigation: UKG Learning > Team Workspace > Self-Paced Training > Assign Training

Assign Based on Job and Location

Select the Courses or Learning Paths tab.
Use the checkboxes to select the course(s) or learning path(s) and select the Next button.
Select the By Criteria button.
Select the specific job(s) with which this assignment is associated.
In the Select Above Units and Select Units columns, use the checkboxes to select the desired units and above units. Filter using the drop-down menus, if needed.
If All Jobs, All Units, or All Above Units are selected, and a new job, unit, or above unit gets added to the Academy, users with this new designation will be assigned through this rule if they fit the other criteria. If there is a specific selection, and a new job, unit, or above unit added needs to be part of this rule, the rule needs to be updated manually to include those.

To select learners directly associated with an above unit, select their Above Unit. To select learners directly with the unit, select the Unit.

The Employees to Assign option will not show a link to download if the rule is set with a future start date, since it cannot "guess" which employees will match this in the future. If the rule is active and the future start date has passed, you can remove the future start date - without selecting Assign Now - to see which users it would assign right now. If you select Assign Now in that case, it will assign all those users.

Note: When you assign users as an advanced assignment, it may show more people than when you set it up as an automated assignment rule. This is because in an advanced assignment, users who were set as "unassign and exclude from rule" are included, but when you set as an automated assignment rule, the numbers decrease because users set as "unassign and exclude from rule" are excluded.
Use the Choose Additional Fields drop-down list to filter learners based on custom fields in your Academy. If the custom attribute you select is a date type then you have two options:
1. Apply rule on selected date in [user] record: Assign the training on a future date indicated in the date field attached to each user. The rule will be applied on that date. The user's date should be within the given timeframe for them to be assigned. If this option is selected then:
  - If the user has a past date or today’s date on their date field, they will be assigned immediately.
  - If the user has a future date in their date field, they will be assigned on the date indicated by the field.
2. Apply rule when [user] record is created: All users whose attribute is within the given timeframe are assigned when they match the rule.
  Note: The Hiring Date and Academy Joined Date fields cannot be used with an automated assignment rule.
(Optional) Use an extra filter to assign the course only to members who have a specific language set as a preferred Content language. The number of individuals that match the criteria will appear below.
(Optional) Assign this course to this group one time and/or set up a rule that will automatically assign individuals under these parameters in the future.
Select the Automated Assignment Rule checkbox to make this assignment a rule for future hires.
Select the Exclude existing academy members if you only want this to pertain to future members instead of applying it to current members. Once selected, choose a date to exclude members. The default one is today's date. All users who join the Academy after that date will be considered new hires for this rule.
1. Select the Include Reactivations checkbox to include any possible reactivations.
  Note: If Include Reactivations is selected, all users who are reactivated after the new hire date (designated on the Exclude Academy members setting) are assigned.
(Optional) The Unassign when criteria are not met anymore checkbox lets you automatically unassign learners from training when they do not meet the inclusion criteria. If selected, the users who do not meet the rule's criteria will be unassigned from training they have not completed yet. The checkbox does not remove the assignment from learners who have already completed the course or learning path.
Note:

If a user is assigned training through an automated rule with the "Unassign when criteria are not met anymore" option enabled, but later receives the same training through another method, such as being obliged to retake the training, their assignment will be based on the most recent method.

As a result, the user will not be unassigned from the training when they no longer meet the rule's criteria, as their assignment is no longer linked to the automated rule. In this case, their "enrollment reason" is no longer classified as "by rule".
If you want to bypass global notifications settings for training, and:
- send a notification for a specific assignment, although no notification should be sent out based on the global settings OR
- not send a notification for a specific assignment, although a notification should be sent out based on the global settings,
use the Send email, personal message, and mobile push notification checkbox. This will override your academy notification settings.
The Preferred Language field will assign the training to only those learners who have that preferred language listed in their profile. Please use All unless you specifically need this rule for a specific language. Some users may not have their preferred language set.
(Optional) Set a Rule Start date and a Rule Expiration date to define how long the rule is active.
(Optional) Add a due date for this training.
Note: If you add a specific date as a due date, the same date will be copied and locked in the Rule Expiration Date field. Once the date is reached the automated rule will expire.
1. Once you add value to the due date field, you will be able to see an extra checkbox Unassign users once due date is missed. Once selected, each user included in this assignment is automatically unassigned from the course once the due date passes.
2. If you select Unassign users once due date is missed, another checkbox appears: Force unassignment regardless of completion or certificate's expiration. If selected, this auto-unassigns the users as soon as they reach their due date regardless of their completion or certificate’s expiration.
If the Exclude existing academy members option is unchecked, you have the option to perform two different actions:
- Assign now: Direct assignment to the users that meet the rule's criteria when the rule is being created. If Assign now is not checked, the existing users will not be assigned when the rule is created but will be assigned moving forward if a change is made to their account in the future and they still match the rule's criteria.
- Set rule: Creates the rule.
After selecting your preferred options, select Set Rule.

Create Combined Assignment Rules

You can combine specific assignment rules to assign training to individuals who belong to more than one group, exclude users who belong to a group, and more. For more information, please see the Combine Assignment or Unassignment Rules article.

Calculator Does Not Appear

Some combinations of dates and rules prevent the calculator from appearing on the page. There are two possible causes.

The date specified in the custom field is in the future, the Apply Rule on Selected Date in [user] Record option is selected, and the Exclude Academy Members Joined Before option is selected with a date entered.

In this case, the assignment is set to take place in the future. The calculator cannot predict how many learners will fit the criteria on a future date.

Sometimes, the calculator appears but does not show the number of employees to be assigned.

When the Apply Rule When [user] Record is Created is selected and a date is set, the Calculator displays but the numbers are 0.

Because the assignment happens as soon as the users meet the requirements of this field, it happens immediately and the Calculator is there.