The Smart Assigning feature is a powerful tool that allows you to micro-target your Course, Training Path, and User Group assignments based on the contents of your Custom Fields.
After you create your first Custom Field, the Smart Assigning tab will appear on the Users screen. Clicking on the tab will open up the Smart Assigning menu. The page is divided into two areas: at the top are menus and fields that will let you design a new Smart Assigning Rule. Below that are listed any already-existing Rules.
Creating a Smart Assigning Rule
Every Smart Assigning Rule has two components: an “IF” part and a “THEN” part. The “IF” part of the Rule tells eLeaP the conditions that the Rule applies to. The “THEN” part of the Rule tells eLeaP what to do when the IF conditions are met.
Step One: Create Your IF
Use the “Select Custom Field” drop-down menu to select a Custom Field whose contents you want to use as a condition for your Rule.
Select the strength and direction of the condition. By default this field displays “is equal to”, but you can also choose “is not equal to”, “contains” and “does not contain” when creating your Rule.
Enter the value you want the system to look for.
Example: I choose my “Region” Custom Field, “contains”, and then enter “North” for my value. So the IF part of my rule says “User’s Region contains ‘North’”. This Rule would catch Users with both “North Carolina” and “North Dakota” in their Region field.
Step Two: Create Your THEN
Use the “Select type” drop-down menu to choose between “Course”, “Training Path”, and “User Group” for what type of assignment action you want the Rule to do for you.
After you select a type, a new drop-down menu will appear with the list of existing Courses, Training Paths, or User Groups in your system (depending on what type you chose).
Select an item from the new drop-down menu.
Click the “Add Rule” button to finish the process.
Example: I choose “Course” from the first drop-down menu. Then from my list of available, active Courses that appears, I choose “Getting Started With eLeaP”. So the THEN part of my rule says “Assign this course: Getting Started With eLeaP”.
Step Three: Using Your Rule
There are two ways a Rule can run. It can run in the background, checking every new User and edited User to see if they qualify for its conditions. Or, it can be run on a one-time, “check everyone” basis. Or you can use these two ways in tandem.
To have your rule run in the background on new and changed Users, make it Active by toggling the active clicking the “Activate” icon next to your rule (it looks like a little red circle with a white “x” through it).
To have your rule check all existing Users on a one-time basis, use the link for that Rule.
If there are large numbers of Users in your account (1000 or more), clicking the “execute” link make take a few minutes. The page will refresh and display a notification when the process is complete.
Advanced: Multiple IFs/THENs
If you’ve already created one or more Rules, you probably noticed that when you choose a Custom Field or assignment Type, another set of drop-downs appear automatically. This is so that you can create more complex Rules.
On the IF side of your Rule, you have the option to determine whether your additional conditions use “AND” or “OR” when they are evaluated by the system. Let’s look at some examples to see how this works:
For our first example, let’s set up a Rule that has two conditions on the IF side, with the second one added as an “AND” condition – this just means I make sure that the first drop-down menu on the second condition shows “AND” (which is the default). I’ll use “Region contains North” for my first condition, and “Job Title is equal to Tester” for my second condition. This means the IF part of my Rule reads like this:
User’s Region contains North AND User’s Job Title is equal to Tester.
So this Rule will only apply to Users who meet both of the specified conditions.
To demonstrate “OR”, I’ll use the same conditions. What I’ll do differently is select “OR” from the drop-down menu at the front of the second condition. Once again, I’ll use “Region contains North” for my first condition, and “Job Title is equal to Tester” for my second condition. So now the IF part of my Rule reads like this:
User’s Region contains North OR User’s Job Title is equal to Tester.
So this Rule will catch Users who meet either of the specified conditions.
That’s really all there is to it. Try mixing and matching ORs and ANDs for some really micro-targeted Rules.