LMS
Rules
This guide will explain how Rules work and guide you through how to create a rule, trial rules and rule audits. Rules are useful for automatically assigning learning and notifications, amongst other things.
Contents
Overview
The rules engine allows you to automatically instruct the system to perform specific actions based on a set criteria or ‘rules’. Examples of this are resetting statuses of activities/programmes to support refresher cycles, typically for annual compliance training with users being automatically notified when their learning is overdue.
Create a Rule
- In the menu, navigate to Admin > Advanced > Manage Rules to open the Manage Rule page
- Select Add Rule
- Add a name for your Rule and any associated Notes
- Toggle Active to make the rule active
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If the Rule needs a specific Start or End Date, click on the field and select the date from the calendar
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Select the type of Rule Action you require from the dropdown list. You can add multiple actions by clicking Add… at the bottom of the Action details
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Add the Frequency that you would like the Rule to run
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You now need to add a condition for the Rule to fire. Select whether the rule is run when ALL or ANY of the conditions are true and then click Add to select the condition(s)
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You can Group conditions together with a further ALL or ANY condition if required by selecting the option at the top of the Add dropdown list
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Note: When adding multiple conditions they will be prefixed depending on the following:
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Click here to explore rule Conditions and what they mean
| Activity Assignment for | Choose an activity and whether it is assigned or not |
| Activity last ‘Approaching Due’ date for | Select time period from an activity Approaching Due date |
| Activity last ‘Due’ date for | Select time period from a Due date |
| Activity last ‘Failed’ date for | Select time period from a Failed activity status |
| Activity last ‘Neutral’ date for | Select time period from a Neutral activity status |
| Activity last ‘Not Started’ date for | Select time period from a Not Started activity status |
| Activity last ‘Pending’ date for | Select time period from a Pending activity status |
| Activity last ‘Starting’ date for | Select time period from a Started activity status |
| Activity last ‘Success’ date for | Select time period from a Successful activity status |
| Activity score for | Select a condition for an activity, ie greater or less than a specified score value |
| Activity session status for | Options to select an activity session and status |
| Activity status for | Select an activity and status |
| Badge achievement date for | Select a badge and a time condition for achievement, ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| Badge achievement for | Select a badge and whether it has been achieved or not |
| Current date | Options to select a time condition, ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| Programme assignment for | Select a programme and whether it is assigned or not |
| Programme last ‘Approaching Due’ date for | Select time period from a programme Approaching Due date |
| Programme last ‘Due’ date for | Select time period from a programme Due date |
| Programme Level last ‘Approaching Due’ date for | Select time period from a programme level Approaching Due date |
| Programme level status for | Choose a programme level and status, ie completed, not started or started |
| Programme status for | Choose a programme and status, ie completed, not started or started |
| Programme Subject last ‘Approaching Due’ date for | Select Programme information along with a time condition: ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| Programme Subject last ‘Due’ date for | Select Programme information along with a time condition, ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| Programme subject status for | Choose a programme, subject and status, ie completed, not started or started |
| Rewards points end date | Options to select a time condition ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| Rewards points start date | Options to select a time condition, ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| Rewards points total | Select a condition, ie greater or less than and a specified points value |
| User create date | Options to select a time condition, ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| User custom data | Options to select the custom data that has been added to a user’s profile |
| User last login date | Options to select a time condition, ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| User requirement (advanced) | This option is used by Ciphr only |
| User start date | Options to select a time condition, ie earlier or later than a specified period of months/days in the past or future, or a particular date |
| User structure change date for primary | Options to select a time period of when a primary structure (such as Department) has been changed |
| User structure for | Options to select the structure and whether it is assigned/not assigned |
- Click Save
- Now search for the Rule you just created by typing in the name into the Keywords area or using the filters
- Click on the ellipsis to the right of your rule to open the Rule Operations
- To download a file showing which users would be affected if the rule was to run, click Trial Run
- To download a file showing which users would be affected if the rule was to run and mark the rule as processed for those users, click Mark Rule as Processed. This will prevent the rule from running for any users who currently meet the conditions until the next interval specified by the rule's frequency
- Select Run Rule to run the rule immediately (even if it’s inactive) and not wait for the time rule process. This will also download a file showing the affected users and any emails generated by the rule will be queued to begin sending at the next scheduled interval
- Click Download Audit for a full audit history of the rule, showing a list of users that the rule has run for
Edit a rule
- In the menu, navigate to Admin > Advanced > Manage Rules to open the Manage Rule page
- Search for the Rule by typing in the name into the Keywords area or using the filters
- Click the pencil icon to the right of the Rule to Edit
- This will open the Edit Rule window
- You can now make any changes and then click Save to update the Rule
- Delete will remove the Rule
- Edit as New -will duplicate an existing rule, so you can quickly set up a new rule using existing settings. Give it a new unique name, make changes if required and click Save to create a new Rule
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