Groups: Sample Dynamic User Rules

 Article Links: Introduction | Static vs. Dynamic Groups | Sample Dynamic User Rules | 

INTRODUCTION

This article provides sample Dynamic User Rules to be used to create the most common dynamic groups. Refer to the Groups - Dynamic: Create, Edit and Delete article for instructions for how to create a dynamic group.

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STATIC VS. DYNAMIC GROUPS

Static Group 

A static group is a group in which users are added or removed manually from the group by the LMS Administrator.  You can also change group membership by user by editing the user record.  Refer to the Users: Create, Edit Delete article to learn how to manage an individual user's group memberships from their user record.

Dynamic Group 

A dynamic group is a group in which users are added or removed automatically from the group.  Users will be added or removed automatically from the group by setting rule(s) in the group record which matches data contained in the user record. Any field in the user record can be used to create a dynamic group.

Below are a few examples of when you would be likely to create a dynamic group.  

• Team. For example, you may want to add multiple teams together into a Shift A, Shift B, and Shift C group so that supervisors can easily run reports and see the training progress of their employees by shift
• Job title
• Date of Hire: For example, you may want to add employees to a new hire group to assign your company's new hire orientation
• Hourly vs. salary
• Compliance training required, i.e. MSHA, OSHA, DOT or some other compliance training
• State of residence.  For example, employees in California may have a different safety training requirement than employees located in other states due to state specific law
• Sequential Qualifications. Automatically assign multiple qualification(s) that require completion in a specific order. For example First Aid Training - Beginning, First Aid Training - Intermediate, First Aid Training, Advanced 
• And more options available will be described in the Create a Dynamic Group article below

If your company uses HR sync, you may be able to include the specific data in the synchronization file. Please contact our support team at support@convergencetraining.com to confirm what can and cannot be included in the synchronization file.

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SAMPLE DYNAMIC USER RULES

Below are some examples of how to create user rules so that your group membership will be automatically populated.  Some guidelines are to ensure that your groups will populate as you expect them to are also included.

1. You can have multiple dynamic rules.
2. Rules that you can create are applied to any field located in the user record.
3. Text entered in fields are case-sensitive and must be spelled identically to the entry in the dynamic user rules.
   
4. Additional fields that are available to be used are located in the Advanced Properties section in the User Record and are named Field 1, Field 2, Field 3 and Field 4. You would use these fields when you want to set a rule and there is no existing field in the user record that collects that data. For example, salary and hourly, compliance training like, OSHA, MSHA, Department of Transportation, etc.

Click on the following links to learn how to view sample Dynamic User Rules: Compliance Related Groups | Job Title | New Hire | Sequential Qualifications | State/City | Wage Type Group |

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Compliance Related Groups

Use this when you would like to create a group to identify those employees who require training of a compliance-related nature.  For example, MSHA, OSHA, or DOT.

On the Edit User Screen

1. Follow the steps to edit a user record.
2. Scroll down to the Advanced Properties section.
3. Click the down arrow on the Advanced Properties header to expand the Advanced Properties section.
   
4. Type the text in the Field 1 field that identifies the type of training. For example, DOT.

On the Edit Group Screen

1. Follow the steps to create or edit the group.  Refer to the Groups - Dyanmic: Create, Edit and Delete article for instructions on how to create or edit a dynamic group.
2. In the Dynamic User Rules, set fields as follows:
   
   
   1. Field 1: Select Field 1. (This is the data contained in the User record.
   2. Field 2: Select Equals.
   3. Field 3: Type the text in the third field that identifies the type of training. For example, DOT, MSHA New Hire, OSHA Safety.  The text in this field is case sensitive. It must be spelled identically to the text entered in Field 1 on the User Record.
3. Complete the steps to create or edit the group.

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Job Title

Use this when you would like to create a group to identify those employees who require training based on their job title.  For example, Electrician, Mechanic, Machine Operator, etc.

On the Edit User Screen

1. Follow the steps to edit a user record.
2. Scroll down to the Job Title field.
   
3. Type the Job Title. For example, Electrician.

On the Edit Group Screen

1. Follow the steps to create or edit the group.  Refer to the Groups - Dyanmic: Create, Edit and Delete article for instructions for how to create or edit a dynamic group.
2. In the Dynamic User Rules set fields as follows:
   
   
   1. Field 1: Select Job Title.
   2. Field 2: Select Equals in the second field.
      Note: You could also select Contains if this group is made of all your Electricians and you have multiple electrician job titles such as Electrician 1, Electrician 2, or Electrician 3.
   3. Field 3: Type the job title in the third field. For example, Electrician.  The text in this field must be spelled identically to the text entered in Job Title field on the User Record.
3. Complete the steps to create or edit the group.

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New Hire Group

Use this when you would like to create a new hire group to provide new hire orientation for new employees. In this example, we set up the group to include everyone hired within a year.  At the end of the current year, you can edit the group and change the dynamic user rules to include employees that are hired in the next calendar year.  Employees hired in the current year will then automatically be excluded from the group.  You can a set date range for whatever time period works for your organization, quarterly, semi-annually or annually.   

On the Edit User Screen

1. Follow the steps to edit a user record.
2. Scroll down to the Hire Date field.
   
3. Type the employee date of hire. For example, 01/14/2020.

On the Edit Group Screen

1. Follow the steps to create or edit the group.  Refer to the Groups - Dyanmic: Create, Edit and Delete article for instructions for how to create a dynamic group.
2. In the Dynamic User Rules set fields as follows:
   
   
   1. Field1: Select Hire Date.
   2. Field 2: Select Greater or Equal.
   3. Field 3: Type 01/01/202020. 
   4. To add a second rule - click the Add Rule button.
   5. Field 1: Select Hire Date.
   6. Field 2: Select Less or Equal.
   7. Field 3: Type 12/31/2020.
3. This group will add anyone who is hired between the dates of 01/01/2020 and 12/31/2020.  You have multiple options for creating a dynamic group based on dates:
   1. Do not add a second rule.  Then, anyone hired after 01/01/2020 will be added to this group.
   2. Quarterly. Type the start date 01/01/2020 and the end date 3/31/2020.  
   3. Semi Annually. Type the start date 01/01/2020 and the end date 06/30/2020
4. Complete the steps to create or edit the group.

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Sequential Qualifications

Please refer to the article Qualifications: Assign Sequential Qualifications.

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State or City

Use this when you would like to create a group to identify those employees that require specialized training based the state or city where they work.  For  example, if your safety training has different content for those employees that work in California versus those that work throughout the rest of your company.

On the Edit User Screen

1. Follow the steps to edit a user record.
2. Scroll down to the City or State field.
   
3. Type the City name and/or the state two digit abbreviation.

On the Edit Group Screen

1. Follow the steps to create or edit the group.  Refer to the Groups - Dyanmic: Create, Edit and Delete article for instructions for how to create a dynamic group.
2. In the Dynamic User Rules set fields as follows:
   
   
   1. Field 1: Select State (or City).
   2. Field 2: Select Equals.
   3. Field 3: Type the two digit state abbreviation or the City name in the third field. For example, CA.  The text in this field must be spelled identically to the text entered in City or State field on the User Record.
3. Complete the steps to create or edit the group.

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Wage Type Group

Use this when you would like to create a group to identify those employees that require training because they are hourly, salaried, exempt or non-exempt.

 On the Edit User Screen

1. Follow the steps to edit a user record.
2. Scroll down to the Advanced Properties section.
3. Click the down arrow on the Advanced Properties header to expand the Advanced Properties section.
   
4. Type the text in the Field 1 field that identifies their wage type . For example, Hourly, Salaried, Non-Exempt or Exempt.

On the Edit Group Screen

1. Follow the steps to create or edit the group.  Refer to the Groups - Dyanmic: Create, Edit and Delete article for instructions for how to create a dynamic group.
2. In the Dynamic User Rules set fields as follows:
   
   
   1. Field 1: Select Field 1 from the drop down list.
   2. Field 2: Select Equals 
   3. Field 3: Type the text in the third field that identifies the wage type. For example, Hourly, Salaried, Exempt or Non-Exempt.  The text in this field is case sensitive and must be spelled identically to the text entered in Field 1 on the User Record.
3. Complete the steps to create or edit the group.

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