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Are your Automatic Groups working as expected?

  • June 9, 2025
  • 5 replies
  • 118 views
JUJanet
Novice III
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Hello,

We’ve been experiencing an issue and we’d like to know if this is happening to anyone else. We have a ticket in, but no resolution yet.

We have noticed that around May 15th our new users that come in via SSO from Okta, are getting added to the platform, except they are not being added to any of their automatic groups. There are two major issues we have identified here.

  1. If a user is not added to the appropriate automatic group(s), any enrollment rules that should happen when a new user is added to the automatic group is not firing. We can manually add the users, but that defeats the purpose of having the automatic group and it also takes up a lot of our teams resources. 
  2. If we have scheduled reports based off of automatic group(s) instead of branches, then the reports do not have the expected data. 

We have nearly 30k users in our platform and if we can’t get automatic groups to work correctly, we will have to spend all our time manually adding people to enrollment rules and reports, which is not feasible.

It would help to know if any other customers are experiencing this, or if it is specific to our instance.

Thanks for your help!

Janet W., Johnstone University (JU)

Janet Wright

5 replies

lrnlab
Hero III
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  • lrnlab
  • Hero III
  • June 9, 2025

Yes we have seen this issue and believe it’s related to the group ownership transfer. Did you happen to transfer group ownership to another person? Or are all your groups affected? I will be following up our ticket today and we saw some additional issues so hopefully that is the issue and they can get it fixed quickly 

JUJanet
Novice III
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  • JUJanet
  • Author
  • Novice III
  • June 9, 2025

It is related to the group ownership transfer, after I submitted this, I figured it out. I had gone in and assigned Owners to our Automatic Groups. I used a “team” account that all our Superadmins use, so that any notifications go to our help desk instead of one person, and in case anyone leaves our team, we will always have that account. So I had assigned the user “JU Online” as the Owner to most of our automatic groups, not realizing that account was only set to the level Power User vs. Superadmin. I am now having to reprocess all the users in the Automatic Groups, but this is fixing it, one by one. We have over 400 groups. 

The silly thing is, if they just showed us the Creator in the Groups list, I wouldn’t have needed to assign an Owner in the first place. 

My advice, don’t go in and assign an Owner, unless you’re sure that “Owner” has all the permissions and resources. 

Janet Wright
lrnlab
Hero III
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  • lrnlab
  • Hero III
  • June 9, 2025

Just so you know, manually kicking off the “processing” of group regardless o whether any changes are made usually fixes the issue so am not convinced that group ownership isn't the actual cause of the issue.

jgarcia
jgarcia
Novice III
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  • jgarcia
  • Novice III
  • June 12, 2025

​@lrnlab 

Just so you know, manually kicking off the “processing” of group regardless o whether any changes are made usually fixes the issue so am not convinced that group ownership isn't the actual cause of the issue.

Having to manually “kickoff" groups to get them to update today. Thanks for this bit of advice.

Jennifer Garcia
lrnlab
Hero III
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  • lrnlab
  • Hero III
  • June 12, 2025

FYI, the fix for the group ownership transfer was applied today. So far it looks like it’s working now but will need to check again once we some new users added..

jgarcia
JUJanet
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