Dynamic Assignments

Dynamic Assignments let you assign or recommend courses, learning paths and media to people chosen by rules, on a schedule, with repeats, and keep who is covered up to date automatically.

What it does

Dynamic Assignments add a wizard under Learning > Dynamic Assignments. Your existing standard assignments stay where they are under Learning > Standard Assignments; Dynamic Assignments are a second, separate way to assign content. The two have different options: for example, the choices to exclude people or to assign a learning path without enrolling learners belong to standard assignments only.

The Dynamic Assignment wizard

Creating a Dynamic Assignment takes six steps:

1. Content — name it, then choose Assigned (mandatory) or Recommended, and pick courses, learning paths or media. Assigned content has due dates, repeats and progress alerts. Recommended content is optional: learners can see it, but it has no due dates, repeats or alerts, and no certificate. Media is always assigned.
2. Audience — add rules to say who gets it. A rule can be a User group, Specific people, a Profile attribute or, when the Hierarchy builder is on, an Organization unit. Under Exclude people who match, add rules for people who must be left out even if an include rule matches them. Choose Dynamic — live to add and remove people automatically as they start or stop matching the rules (each late joiner gets their own deadline), or Static — snapshot to fix the audience as it is today.
3. Schedule — set the availability start, an optional Available until date and the Due date, and choose whether each date is fixed or counted from a date that belongs to each learner, such as a profile date field. A start date in the future keeps the Dynamic Assignment hidden from learners, with no notifications, until it opens. Under Recurrence, choose how often it repeats (Repeat every) and what resets each cycle.
4. Certification — for assigned content only, decide whether completing it issues a certificate.
5. Notifications — choose whether to notify the audience and see which emails the Dynamic Assignment will send.
6. Review — check a summary, and, if you have Completion Tracking, choose the report collections it appears in under Show in Completion tracking analytics.

What learners see

Learners get access straight from the Dynamic Assignment. Tovuti does not enroll them in each course one by one. Assigned and recommended learning paths show the matching label on the learner's learning path cards.

Transcripts change when it is on

With Dynamic Assignments on, a learner's transcript lists only courses they have started or completed. Courses that were assigned but never opened are left off, because they have no progress yet. Two new settings let you bring them back. Go to Learning > Settings > Transcripts:

• Show not started courses — includes courses the learner is enrolled in or assigned but has not begun. They are labeled "Not Started".
• Show overdue courses — includes only the not-started courses that are past their due date.

Both are off until you turn them on, and both work together with the existing Show courses setting. A course the learner has started or completed always shows, even if it is overdue. The transcript's due date now shows the due date of the Dynamic Assignment when there is one. Both settings appear only when Dynamic Assignments are on.

Why admins switch it on

• Audiences follow your rules, so new hires and people who change group or profile field are covered without editing the Dynamic Assignment.
• Due dates and repeats are built in, including recurring training that restarts on a cycle.
• You can assign or merely recommend, and leave out people who do not need it.
• Dynamic Assignments appear in the Reporting workbench as their own dataset, and can feed the Completion tracking dashboards.

Before you switch it on

• If you turn it off later, learners lose the access they got from it. Access from a Dynamic Assignment is worked out live, so once the feature is off nothing from Dynamic Assignments is listed or granted. Learners who only had access through a Dynamic Assignment lose it. Access from standard assignments is not affected. 
• Learner transcripts change. Courses never opened disappear from transcripts until you turn on Show not started courses or Show overdue courses. Check what your learners and managers rely on the transcript to show. With the feature off nothing about transcripts changes.
• Media in the wizard. Media appears as a choice in the wizard only when the option to assign media items is also switched on for your site. 
• Organization units as an audience rule need the Hierarchy builder.
• Reports on Dynamic Assignments in the Completion tracking dashboards need that feature switched on too. The two work without each other.
• Dynamic Assignments created through the API are applied by a background job and stay as drafts if the feature is off for your site. 

Related optional features

• Completion tracking dashboards — reports on progress for your assigned content, grouped into collections.
• Hierarchy builder — adds the Organization unit audience rule.
• Assign media items — lets media be assigned through standard assignments, and offers media in this wizard.