LMS Automation streamlines the process of assigning courses and curriculums, ensuring efficient onboarding, compliance, and personalized learning experiences. In this article, explore how to leverage automation rules, manually assign learners, distinguish between required and optional courses, and manage learner administration actions seamlessly.

Setting Up Automation Rules

MangoApps provides two workflow templates for creating rules within the LMS: Course Assignment and Course Reminder/Communication. Course Assignment workflows enable the creation of rules that automatically assign courses to selected users or user segments. On the other hand, Course Reminder/Communication workflows allow you to configure automatic communication schedules for users in relation to the courses they have been enrolled in.

After selecting your workflow template, you will move on to setup and define your workflow conditions.

  • Calendar Date - select a date and time for the automation to occur. If needed, a recurrence schedule can be established, which is useful for courses or certifications requiring renewal, such as annual training.

  • User Profile Date - This option will trigger the rule to run based on the Date of Joining listed on the selected user's profiles. This allows you to specify whether the rule triggers on the exact day or a set number of days before or after the joining date, making it ideal for onboarding courses tailored to new hires.

Select User Criteria: This option includes network and guest users.

If a user falls within multiple selected criteria, the condition will resolve using the 'OR' logical condition; otherwise, the field will evaluate using the 'AND' logic when assessing users. i.e. Users will not receive multiple assignments for the same course if they meet multiple condition criteria.

All Network Users: If this option is selected, guest users will not be included in the rule application.

  • Assign Courses & Curriculums: Automatically assign specified courses or curriculum.

  • Course Reminder/Communication: Send private messages to users containing assigned course/curriculum links. Customize the private message content. Additionally, send reminders for upcoming ILT (Instructor-Led Training) courses, approaching course due dates, or when a course due date has passed.

Managing Automation Rules

In the Automation Rules table, admin users can access a list of all rules and perform various actions using the 3-Dot action menu.

Automation Rules Table

In the Automation Rules Table, admin users can access various functionalities, including viewing a comprehensive list of all available rules, distinguishing between active and deactivated rules, viewing the rule type and associated courses, and reviewing the most recent execution date for each rule. This table provides a centralized overview of the automation rules, allowing for efficient management and monitoring of rule statuses and execution history.

3-Dot Action Menu

The 3-Dot action menu provides admin users with a range of options for effective rule management.

  • Edit Rule: Modify rule properties to suit changing requirements.

  • Deactivate/Activate Rule: Pause or resume the execution of a rule.

  • Delete Rule: Permanently remove a rule along with its past run details. This action cannot be undone.

  • Run Rule Now: Immediately execute the rule without altering the trigger condition; the rule will execute again at the set trigger date.

  • View Audience: View a list of users who match the rule condition. This view also allows you to export a .pdf or .csv of this list.

  • View Automation Log: This option will redirect you to the Logs tab in the Admin Portal Home menu where you can review the run log for each rule to track its execution history.

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