In addition to manually enrolling users into training, you can also use enrolment rules to enable self-enrolment by users into training via a training catalogue.
Enrolment rules dictate which topics or articles are made visible to each user in their catalogue. So they also help you create and manage separate training catalogues for different types of users.
In this article, we discuss how to create and apply auto-enrolment rules (automated), which automatically enrol new users who match rules into the topic, article or pathway.
CAUTION! Any automated feature requires careful use. Automations will run based on the rule you set. If you set the wrong rule (you use the wrong filter or set of conditions), the rule will still run and you will need to manage the outcomes. Check your automated rules carefully and start slowly, testing just one rule first before creating more.
Start by filtering your users
The first step in creating an enrolment rule is to go to the People view in your Admin area and create a search in the Filter panel which matches your desired rule.
Example: If you wanted all staff to see a topic in their catalogue, you would filter by 'Type equals Staff'.
Example: Let's say you had a custom field for location and you only wanted learners in, say, Sydney to see a certain pathway. So you would create a filter of 'Location contains Sydney'.
Example: Let's say you had a custom field for team and custom field for role. If you only wanted managers in the sales team to see a certain article, then you would filter as 'Role contains manager' and 'Team contains sales'.
After you run the search, you will see all existing people who match that search/rule. This is a good time to check that the users from the search are good representations of the users you want for this rule!
Save your enrolment rule
When you are happy with your search, you will see an option to 'Save rule' (at the end of the filter box and its selected search options). In this case, we have searched by two custom fields to find everyone in the Sales team who started in 2012.
Now we can select the Save Rule button. This will allow you to choose which topic, article or pathway to apply this rule to. Your rule will then be added to that topic, article or pathway.
You can select multiple topics, articles or pathways to apply a common rule to a group of topics at once.
Manage your enrolment rules
When you examine a topic, article or pathway, you will see if any enrolment rules have been applied to the topic on the Access tab and in the Manage rules panel.
Topics, articles and pathways can have multiple rules. Each rule can be either:
Automated. This means the rule is checked automatically every two hours and any explorers who match the rule will be enrolled into the topic, article or pathway if they are not already enrolled. Learn more about automated rules in this article.
Catalogue (Enrol). This means the topic, article or pathway will appear in the catalogue of any matching explorers IF that explorer is not already enrolled in that topic, article or pathway. The button the explorer sees will be 'Enrol'.
Catalogue (Buy). This means the topic, article or pathway will appear in the catalogue of any matching explorers IF that explorer is not already enrolled in that topic, article or pathway. The button the explorer sees will be 'Buy'.
Any rule can be BOTH automated and catalogue (although this is largely unnecessary since the automation will enrol the explorer at the next check - within 2 hours of the rule being established - which will remove it from the catalogue since the explorer will now be enrolled).
A new notes about enrolment rules
Rules are immediately active. You do not need to enable them any further. NB: 'Run Rule' does NOT enable a rule - it immediately enrols matching explorers (see below for how Run Rule works).
An explorer only needs to meet 1 rule in order for the topic, article or pathway to be visible in their catalogue.
While the rules are presented in a numbered order (for easy reference), there is no priority to the rules. They all apply equally.
Within the Access panel, you can delete any existing rule if no longer needed.
You cannot edit a rule. If you need to make changes, delete the rule and recreate the search settings for a new rule.
How does automated enrolment work, exactly?
Every two hours we check all automated self-enrolment rules in your portal. For each of your automated rules we:
We find all explorers who match that rule.
Check each explorer is already enrolled in the matching topic, article or pathway.
If an explorer is not enrolled, we enrol them.
Given the rule runs every two hours, automated enrolment will therefore typically find explorers who are:
Newly created within the last two hours.
Newly updated in the last two hours with changed information which means they now match this rule (e.g. a Job field is updated or a Location field is updated).
Automated enrolments are only for new enrolments. They will not trigger a retake (which can be managed through re-certification) or reset enrolment.
Automated enrolments are also based on explorer profiles - people with a certain job, location or title can be automatically enrolled in specific training - not the completion of other training. The use of 'Next enrolment' or pathways can be used to manage automated enrolments after the completion of topics, articles and pathways.