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Has anyone else had difficulty with Groups being assigned by automatic rules but Courses not being assigned?

JKolodner
Helper III
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We are new to Docebo and are having some difficulty with automatic assignments - we would like to see if it’s a bug or something we’re just missing. We’ve created courses, created groups, and created our enrollment rules. For each enrollment rule, we’ve added groups/branches and courses, and we’ve turned the status to active. We have seen that the groups “fire” properly, and indicate the right number of people. However, the courses are not assigned to the people in the groups. Is there something we could have missed? This is very frustrating and is leading to a lot of manual work assigning courses to groups manually from within each course. 

 

We have submitted a ticket but haven’t heard back yet. I thought I’d ask here as well. Thanks!

Best answer by JKolodner

Thanks to all of the suggestions, above. From working in other LMSs, we are used to creating groups and checking to make sure the right people are in the group BEFORE we associate the group with an enrollment rule. This is a necessary step for us so just creating a “shell group” with no one in it is unsatisfactory. We’ve come up with a different strategy which I think works best for us:

  1. Create group and populate it based on the appropriate conditions.
  2. Create enrollment rule and associate group and courses.
  3. Go into group and change the conditions so that the logic cannot return anyone (i.e., set some impossible logic; this will vary by use case, but might include: ALL CONDITIONS MUST BE MET when the conditions are mutually exclusive). This will eliminate the population of the group. Save the group change and allow to process.
  4. Reset the group conditions so that the logic is returned to normal, thus allowing the group to repopulate and see all of the individuals as “new” thus triggering the assignment.

We have tested this and based on our settings (your mileage may vary), the following are true:

  1. When people are removed from the group they will not be unenrolled from their assigned courses and they will not receive unenrollment notifications.
  2. When people are added to the group by this process, they will only receive enrollment notifications for courses they were NOT already enrolled in.
  3. It may take a few minutes after the “refresh” (Step 4 above) for the changes to take place.

We will be testing and watching this for the foreseeable future. Please let me know if you have any questions or concerns about this approach. Your feedback is greatly appreciated.

 

Jennifer

 

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- Jen Kolodner
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6 replies

dklinger
Hero III
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  • dklinger
  • Hero III
  • 1673 replies
  • July 17, 2023

@JKolodner - there can be a few things going on to try to sort through, but the most common challenge I have heard from folks in the community is to know that enrollment rules only act on automatic groups moving forward. 

So when you create an enrollment rule, know that it is acting essentially right after the criteria has been met. It wont map people that met the group criteria before you had the enrollment rule. You need to map those folks on your own like a snapshot of sorts (NOTE you can use that automatic group to do that mapping as a one-time load).

 

Adam Ballhaussen
msantos
Davefox
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    Davefox
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jgarcia
Novice III
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  • jgarcia
  • Novice III
  • 27 replies
  • July 17, 2023

We haven’t launched yet, so we didn’t have to find out the hard way, but you should always create your groups last. If your group is already populated with users before you create the rule… it won’t assign to them. Big bummer for us. 

To work around that, we created group shells (meaning we just gave them a title, no eligibility conditions), then created the enrollment rule linking the course to the group.

Once you’re ready for training to assign, make sure your enrollment rule status is active, then go back to the related group and add eligibility conditions.

To catch everyone that was in the group before you attached it to the enrollment rule, you have to go back and do a one time assignment through the course in Course Management. You can assign there by group or branch.

 

Jennifer Garcia
Adam Ballhaussen
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JKolodner
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JKolodner
Helper III
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  • JKolodner
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  • 253 replies
  • July 17, 2023

Oh my, that’s disappointing and so counter-intuitive. But thank you for the response.

- Jen Kolodner
dklinger
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  • dklinger
    dklinger
S
Novice III

Make sure that you configure the enrollment rule prior to populating the group. The enrollment rule will not fire for users that are already in the group. 

Stephanie
S
JKolodner
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    Sébastien Arbour
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    JKolodner
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    btong
S
Helper II

This was also part of my learning journey on Docebo. 😊

If you go to a course and directly enroll a group, then all current users should be enrolled in the course, but not subsequent ones.

If you are using an enrollment rule, the reverse is true, i.e. only users that are added to the group afterwards will be assign to the course.

Also part of my journey: When you create a new enrollment rule, don’t forget to activate it afterwards. 😉
 

 

Davefox
JKolodner
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    btong
JKolodner
Helper III
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  • JKolodner
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  • Helper III
  • 253 replies
  • Answer
  • July 21, 2023

Thanks to all of the suggestions, above. From working in other LMSs, we are used to creating groups and checking to make sure the right people are in the group BEFORE we associate the group with an enrollment rule. This is a necessary step for us so just creating a “shell group” with no one in it is unsatisfactory. We’ve come up with a different strategy which I think works best for us:

  1. Create group and populate it based on the appropriate conditions.
  2. Create enrollment rule and associate group and courses.
  3. Go into group and change the conditions so that the logic cannot return anyone (i.e., set some impossible logic; this will vary by use case, but might include: ALL CONDITIONS MUST BE MET when the conditions are mutually exclusive). This will eliminate the population of the group. Save the group change and allow to process.
  4. Reset the group conditions so that the logic is returned to normal, thus allowing the group to repopulate and see all of the individuals as “new” thus triggering the assignment.

We have tested this and based on our settings (your mileage may vary), the following are true:

  1. When people are removed from the group they will not be unenrolled from their assigned courses and they will not receive unenrollment notifications.
  2. When people are added to the group by this process, they will only receive enrollment notifications for courses they were NOT already enrolled in.
  3. It may take a few minutes after the “refresh” (Step 4 above) for the changes to take place.

We will be testing and watching this for the foreseeable future. Please let me know if you have any questions or concerns about this approach. Your feedback is greatly appreciated.

 

Jennifer

 

- Jen Kolodner

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