The Assignment Changes setting enables you to approve assignment changes in active campaigns. Users may shift in and out of Dynamic Groups if their profile data changes, which may impact training assignments. This setting gives you the choice of tracking and approving those occurrences, or letting them happen automatically.
The Assignment Changes Setting
You have two options for how to handle assignment changes:
- Require Approval: Choose to review and approve additions or removals for active campaigns caused by an employee’s group membership change.
- Automatic Approval: Let the system handle additions and removals automatically without reviewing them.
Option 1: Require Approval
Select Require Approval if you want the system to flag any employees it adds or removes from a training assignment after you’ve created a campaign. You can then review and approve or reject those changes.
A user's membership in Dynamic Groups is constantly evaluated by the system and can change at any time. For example, an employee’s group membership may change because they were promoted or moved to a new department. When this happens during an active campaign it can impact the training assignments your employees receive.
The Require Approval setting gives you control over whether or not employees whose group membership changed should still receive a scheduled training assignment. So even if someone moves to a new group, you can decide whether or not they receive the training assignments you originally set up for the campaign.
Example: User Added You created and deployed a Coaching and Mentoring campaign for senior management, assigned to the Dynamic Group “Senior Managers.” Soon after, Kira is promoted to the senior management level and her profile data is updated to reflect this. As a result, the system automatically moves Kira into the “Senior Managers” group. The system also flags Kira as “added” to the Coaching and Mentoring campaign. If the campaign is set to require approval for assignment changes, she won’t receive the training assignment until you review and approve the change.
Example: User Removed This time you created and deployed a Cyber Security campaign for the customer service team assigned to the Dynamic Group “Customer Service.” Before he has completed the assignment, Jamal moves from Customer Service to Sales. As a result, the system automatically removes Jamal from the “Customer Service” group and flags him as “removed” from the Cyber Security campaign. If the campaign is set to require approval for assignment changes, you must decide whether Jamal will keep the training assignment by accepting or rejecting his assignment change.
If you do manual roster uploads, the Require Approval setting will help you safeguard against roster errors that could disrupt employee groups, and ultimately impact training assignments. It allows you to identify and correct any issues before they affect assignments.
Should You Select Require Approval?
Some campaigns may merit choosing the Require Approval option, while others may not. Your choice depends on how you want to balance the need for accurate training deployment with the burden of manual approvals. Here are some considerations:
- If you choose not to require approval for assignment changes, there’s a chance that some employees may receive an unnecessary training assignment. By choosing to require approval, you can improve the accuracy of who receives the campaign.
- You might want to have stricter control over certain campaigns, say a compliance training for senior management. For non-compliance trainings, you might have a higher tolerance for inaccuracy and simply emailing employees to disregard irrelevant training assignments will suffice.
Approving or Rejecting Changes
Navigate to Campaigns via the Manage menu. When you need to approve or reject a change, a notification appears in your Campaigns list. Look for a pink bubble!
The pink bubble is your signal to approve or reject changes for employees to be added or removed from the campaign. It also displays the number of changes awaiting approval.
To approve or reject the assignment changes:
- From the Campaigns List, select the campaign with a pink notification bubble.
- Next to Pending Changes, select the “View and Edit Assignment Changes” link, which activates the Pending Assignment Changes panel. This displays the groups with changes and the number of employees affected.
- Select the “>” to go deeper and review details such as the group rules and a list of affected employees.
- If you want to approve the assignment changes, select, “Approve All Assignment Changes.”
- When prompted, confirm your selection.
You must approve the entire list of Pending Assignment Changes. You cannot approve some changes and reject others.
Correcting Assignment Errors
If you find that one or more assignments have been made in error, you can correct them by editing individual user profiles or via roster upload. To correct assignment errors in an individual user profile, refer to Editing a User Profile. To correct assignment errors via user roster upload, read Importing a User Roster Manually.
When you upload a corrected roster, it updates user data and may change users’ membership in one or more Dynamic Groups. If so, new assignment changes will appear on your Assignment Approval list. Review your campaign's assignment changes to confirm that everything is accurate.
Option 2: Automatic Approval
Select Automatic if you want the system to automatically manage adding and removing employees who have a Dynamic Group membership change during the campaign.
Example: User Added You set up a campaign with an “East Coast Employees” Dynamic Group, but two East Coast employees just relocated to the West Coast - before completing the assignment from that campaign. The system automatically removes the assignment from those users when their profile data is updated, causing their Dynamic Group membership to change.
Choose this option if your roster is updated automatically via SFTP sync or the Emtrain HRIS Integration, because it automatically places users in the correct campaigns, even if their Dynamic Group membership changes—without requiring your approval.