✔️ Assigning objects to groups

To give users access to an object, you need to assign it to them. There is more than one way to do it, but in this article we’re focusing on the most common one: assigning objects to groups. This method helps you save precious time compared to assigning objects to single users. 

Object that you can assign to groups

Program, path, course, training, file, bulk task, survey (user action)

Mandatory objects

Additionally, while creating assignments for programs, paths, trainings, online courses, files, tests, you can decide whether the item will be mandatory. If you set the item as mandatory, it will appear on the "To-do" list and will be labeled as "Mandatory" in the "Course catalog" section.

Table of contents

1. Assign an object to a group
2. Remove assignment to a group
3. Set if object is mandatory in existing assignments
4. Time restrictions
5. When to assign a standalone object vs. a path / program

Assign an object to a group

Paths, programs

1. Go to object edition screen.
2. Select the “Assignments to groups” tab.
3. Click “Add” in the top right corner. 
4. Select the groups you want to assign this object to and click “Next”.
5. Choose if the object is mandatory. If you set an object as mandatory, it will be shown with the “Mandatory” badge in the “Course catalog” section. You can configure this option for each group separately. 

Trainings, online courses, tests, files.

1. Go to object edition screen, for example an online course.
2. Select the “Assignments to groups” tab.
3. Click “Add” in the top right corner. 
4. Select the groups you want to assign this object to and click “Next”.
5. Choose if the object is mandatory. If you set an object as mandatory, it will be shown with the “Mandatory” badge in the “Course catalog” section. You can configure this option for each group separately. 
6. In the third step, you can decide when the object should be available (“Time limitations” option) and change notification settings. If you don’t set any start date, the users will be able to complete the object immediately. And if you set the end date, the users won’t be able to complete the object when this date passes. 

Bulk tasks

1. 1. Go to object edition screen.
   2. Select the “Assignments to groups” tab.
   3. Click “Add” in the top right corner. 
   4. Select the groups you want to assign this object and confirm.

Survey 

1. Go to the survey editing screen.
2. Select the "Actions" tab.
3. Click "Add and select "User Action".
4. Fill in the required fields and add user groups.
5. Click "Add" at the bottom of the page to confirm.

Remove assignment to a group

1. Go to object edition screen, for example an online course.
2. Select the “Assignments to groups” tab. 
3. Select the groups to which the object should no longer be assigned.
4. Click “Remove” on the top bar and confirm.

Set if object is mandatory in existing assignments

1. Go to object edition screen, for example an online course.
2. Select the “Assignments to groups” tab. 
3. Select the groups where you want to change the “Mandatory” setting. 
4. Select “Set as mandatory” or “Set as non-mandatory” in the top bar.

Time restrictions

It is also possible to set time restrictions for objects. They allow you to add assignments at any time, even if users are not supposed to start working on a selected object for another week or month. They can also be used to set a hard or soft deadline for completion. These settings have three options:

• Start date—earliest date when a user can start completing an object. Note that users see an object immediately after you assign it to them, only its completion is locked until the start date passes. 
• Completion date—object completion deadline for assigned users. When it passes, users can’t complete the object anymore, but it remains visible. 
• Soft deadline—suggested deadline displayed to users. It's not binding, and users can continue to work on an object when the soft deadline passes.

Time restrictions are visible to users on the lists and in the "Course catalog" section.

Time restrictions settings availability for object types

Program

• Soft deadline for the entire program

Path

• Start date for the entire path
• End date for the entire path
• Soft deadline for the entire path

Training, course, file, test

• Start date for an assignment
• End date for an assignment

Task

• Soft deadline for an individual task

Survey

• Start date for an action
• End date for an action

When to assign a standalone object vs. a path / program

Identify the most appropriate assignment type for the learning needs you want to address.

Program

We recommend using programs if you're planning a large educational campaign with more than ten objects. An example of such a campaign is an onboarding or managerial program, in which users must work through several learning areas over a long period of time.

You can be sure that a user is equipped with all the knowledge and skills they need for their job after completing a program.

Path

We recommend using paths if you're planning a large educational campaign with less than ten objects. An example of such a campaign might be introducing a new service or range of products. Such a path may, for example, consist of a training, a video, a knowledge base page, and a test. 

You can be sure that a user is equipped with all the knowledge and skills they need to sell a new service or perform a new procedure after completing a path. 

Standalone object

We recommend assigning an object directly to groups if you're preparing a small, one-time learning campaign. In such a campaign, you may introduce a single product to the offer, train your employees in the use of a new application, or change the price list.

You can be sure that a user is equipped with all the knowledge they need to answer customer questions regarding a product after completing a standalone object.