Avendoo® online documentation

Rules on participants

You can assign automatically users to courses  via creating a rule on participants. Depending on the option you can register the users directly or you can make the course visible in the catalogue.

We want to give you some examples, how you can define the rules. Thus we want to answer the essential questions to the rules and their settings.

Important: The settings in the rule on participants sign always over the standard settings, which you have defined in the Course activation wizard.

Note

New rules on participants don’t register inactive users. More information about inactive users you find under Author backend -> User management -> Information about the API user import.

To create a new rule on participants, choose Course management → Course activationuserSingle20Participant management → Rules on participants → Record new rule regarding participants. The dialog window Record new rule regarding participants opens.

Record new rule regarding participants

A rule defines in Avendoo® a number of users and manages in which relationship these users are registered to the selected course activation.

If you want to register all users, also future users, automatically to the course activation, enter in the fiel OU “%”.

Order of the rules on participants

Example

There are four rules on participants of an OU listed. They are listed in the order which they were created.

They will processed at the following priorities:

Avendoo® doesn’t overwrite the rule on participants with the option “Mandatory” with the rule on participants with the option “Optional”. Thus the rule on participants with the option “Mandatory” has higher priority regarding the order. Also rules on participants with the option “Without approval procedure” have higher priority than rules on participants with the option “Approval deemed approved” or “Approval deemed declined”.  Furthermore the option “Self-registration” (registration options at course activations and events) has higher priority and at the issue “Registration conducted by team leader” the option “Approved” has higher priority than the option “Not approved”.

For course activations

User selection

You can establish rules at the followin criteria:

  • Region
  • Division
  • Group
  • OU
  • Roles
  • Team leader status required
  • Consider all users
  • Consider only users who are not superior
  • Consider superiors only

You see in the colored area below the user selection the found users for which the rule will be valid. If you select “roles” you can combine several roles by entering a semicolon between the role descriptions (example: role distribution; marketing)


Registration options

When you configure the registration options you configure the purpose of the rule by defining the controlling by the team leader for example.

Registration status

  • Automatically register as participants
    This option causes that all learners which are chosen in the area “User selection” are automatically registered to the course activation.
  • Viewable in the catalog
    This option means that first an entry in the catalog is made. The usage of this rule is defined in “Registration options”. There are three options: only authors (via the participant management), User team leader (for example via the employee display in the team leader Cockpit) and the user.

Edit mode

Define the edit mode of the training plan for the learner:

  • Mandatory
  • Optional

Controlled by team leader

  • Edit mode can be changed by team leader
    Set this check box for defining that the team leader of a chosen learner is allowed to change the edit mode (Mandatory or Optional).

Registration options (Course activation)

Define how users register to the course activation:

  • Enable self-registration
  • Registration can be done by team leader and authors
    If you have selected this option and added participants via the browse-catalog, the course activation isn’t visible in the catalog of the participants, because they aren’t allowed to register themselves. The course activation is only visible via the employee view in the team leader cockpit.
  • Only author can do registration

Registration options (Event)

Define how users register to an event, which is assigned to the course activation:

  • Enable self-registration
  • Registration can be done by team leader and authors
  • Only author can do registration

Approval procedure for event participants

If you want that users only register to an event by approval, activate the option “Activate approval procedure” by setting the check box ( More about the approval procedure)

  • Approval is deemed “approved”
    The learners are approved to the participation of the event once they are registered. But the team leader can do a veto until the closing date of the event and he/she can forbid the participation of individual learners.
  • Approval is deemed “declined”
    The learners are not completely registered to an event despite their registration. A team leader has to approve the registration first. If he/she doesn’t approve it, the learners are automatically deregistered. This approval can be done until the official closing date of the event.

Approval procedure for deregistration (event)

If you want that users only deregister to an event by approval, activate the option “Activate approval procedure” by setting the check box ( More about the approval procedure)

  • Approval is deemed “approved”
    The learners’ deregistration of an event is valid as “approved” once they have deregistered by themselves.
  • Approval is deemed “declined”
    The learners are still not completely deregistered to an event despite their deregistration. A responsible person (team leader or author) has to approve the deregistration first. If a team leader or author doesn’t react to approval request, the learners are automatically deregistered. The responsible person can do the approval until the official closing date of deregistration. How much time the responsible person has to approve, authors can enter in the field “Days”.

Approval procedure for course activations

If you want that users only register to the course activation by approval, activate the option “Activate approval procedure” by setting the check box ( More about the approval procedure)

For training plans

User selection

You can establish rules at the followin criteria:

  • Region
  • Divison
  • Group
  • OU
  • Roles
  • Team leader status required
  • Consider all users
  • Consider only users who are not superior
  • Consider superiors only

You see in the colored area below the user selection the found users for which the rule will be valid. If you select “roles” you can combine several roles by entering a semicolon between the role descriptions (example: role distribution; marketing)


Registration options

When you configure the registration options you configure the purpose of the rule by defining the controlling by the team leader for example.

Registration status

  • Automatically register as participants
    This option causes that all learners which are chosen in the area “User selection” are automatically registered to the training plan.
  • Viewable in the catalog
    The training plan is viewable for all chosen learner in the “User selection” in the catalog.

Edit mode

Define the edit mode of the training plan for the learners:

  • Mandatory
  • Optional

Controlled by team leader

  • Edit mode can be changed by team leader
    Set this check box for defining that the team leader of a chosen learner should change the edit mode (Mandatory or Optional).

Registration options (Training plan)

Define how users can register to the training plan:

  • Enable self-registration
  • Registration can be done by team leader and authors
  • Only author can do registration

Edit recorded rules

Via both icons you can edit a recorded rule or you can delete it. If you click on edit, you get again the above shown display. If you click on delete, you have to confirm this process. The appropriate dialog box includes the following text for example:

Do you want to remove the selected rule and cancel the registration of all affected participants?

  • Number of users, which will be deleted: 1
  • Thereof registered users: 1
  • Thereof user with event registration: 0
  • Number of users, for which this learning unit won’t be shown in the catalogue anymore: 0

Via click on the button Delete participant rule in the dialog box the rule on participants will be deleted and all concerned participants will be deregistered. The numbers you will see in the dialog box before you delete.

Important: You can edit new recorded rules on participants only, if they are processed by the system. This will be shown in the column “Status”. New rules have the status “Created” and after the processing the status “Active”. This processing lasts depending on the rule some seconds or minutes. If the status is “Active”, you can edit or delete the rule.

The results of already processed content won’t be deleted and can be evaluated via the reporting.

If you want further information about the recorded rules, you can display further columns via the gear wheel top left. The following information you can display individually:

  • User selection OU
  • User selection Group
  • User selection Division
  • User selection Region
  • User selection Roles
  • Edit mode
  • Registration status
  • Action
  • Status
  • Edit mode can be changed by team leader
  • Created by
  • Created on
  • User selection Superior
  • User selection Team leader functions
  • Registration options (Course activation)
  • Registration options (Event)
  • Approval procedure (Event)
  • Approval procedure (Course activation)
  • Registration conducted by team leader

Note: If a rule on participants concerns numerous user, it can last some seconds until the rule is activated. You see the activation regarding the Status Created of the rule on participants. During this time you cannot delete or edit the rule. When the system changes to the status Active, you can edit or delete the rule.

Examples for rules

A rule for OU should be established. For defining the rule, it has to be clear how the user data is structured in the OU. We have the following organizational units:

  • MB for Magh and Boppert and
  • JA for Jungle Academy

MB is further divided in MB-PT (PT for project team) and MB-DEV (DEV for software development)


A simply rule for OU

If you enter now RB in the field OU, all employees, which are assigned to this OU, are added to the appropriate course activation or the appropriate training plan at the respective registration options. You can do the same with the OUs JA-PT and JA-DEV for example.

A “%” rule for OU

If you want to enter the OUs JA-PT and JA-DEV, you haven’t to record two rules on participants, but you can add all OUs with JA at the beginning by entering JA% in the field OU.

FAQ

Who is actually a superior?

You define in the user data who is the respective superior of an user. This option you find in the User wizard on the sub tab Company of the tab Master data. Each user, who is entered as superior to another user, will be registered via the option “Consider superiors only” on the appropriate rule on participants.

If you select the option “Consider only users who are not superiors” the appropriate users are barred from this rule.

What happens if two rules on participants are valid for one user?

Basically you should define the rules on participants clearly for avoiding that an user will be concerned by two different rules. How clearly you can define the rules on participants depends naturally on your existing data.

If you have the case of having two rules on participants for one user, just consider these points:

  • the registration status Registered overwrites the status Viewable in the catalog
  • the other way around is impossible, this means Viewable in the catalog is lower weighted than Registered
  • the edit mode, this means Optional or Mandatory has no effect
  • manually entered participants are basically not changed by rules on participants

Examples

  • The user Peter Smith was set by a rule of participants to the registration status Viewable in the catalog and to the edit mode Optional.
    This rule is valid for all employees of the OU JA. Mister Smith is team leader and has also the team leader function in Avendoo®. The second rule should set all team leaders of the OU JA on the registration status Registered and the edit mode Mandatory. How is Mister Smith now registered? Mister Smith has now the registration status Registered and the edit mode Mandatory in the participant management, because Registered overwrites the registration status Viewable in the catalog. Thus the second rule is valid for him as team leader.

  • The user Peter Smith was set by a rule of participants to the registration status Viewable in the catalog and to the edit mode Optional.
    Shortly after Mister Smith registers to the course, because he has the permission in the rule on participants. As you consider this you want to register the team leaders to this course. You record a second rule, which set all team leaders of the OU JA to the registration status Registered and the edit mode Mandatory. Will the registration of Mister Smith be influenced by that? Mister Smith will still be registered. Only his edit mode will be changed from Optional to Mandatory.

  • You have registered the user Peter Smith manually to a course. You decide later by a rule on participants to make this course viewable in the catalog to all team leaders and to set the edit mode to Optional. What happens to Mister Smith? Mister Smith stays registered to the manually defined registration options before.