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 catalog.

The rule on participants of the training plan manages only the registration to the training plan and not the registration to single course activations.

If you have activated the option Activate deregistration pursuant to participant rule on the tab Registration management in the Course activation wizard, via rules on participants registered users, to which the rule on participants doesn’t match, are automatically deregistered.

If the rule on participants of the training plan is set to “Catalog”, the rules of participants of single course activations are set to “Registered”, authors and users see only the single course activations on the learning path, but not the whole training plan.

Notes

– This is basically valid: ALWAYS ALL rules on participants are used on a user.
– If there are parallel two rules on participants for a course activation, which contain different settings for a target group, for example and in general this is valid: It’s always used that option, which gives the user the most possibilities. This means,  if there are “Register” and “Catalog”, “Register” is used, if there are “Mandatory” and “Optional” “Mandatory” is used, if there are “Approval” and “Without approval” “Without approval” is used, and the self-registration and regarding IDD “IDD activated” are preferred.
– Regarding how to filter OUs you find information here.

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 field OU “%”.

Notes:

  • You can search with the special character “%” many characters before and after users in the fields “Region”, “Country”, “Division”, “Group” and “OU”. With the special character “_” you search only one character after or before for users. Examples: “regio%” searches for users of all regions, which begin with “regio”, but “regio_” finds only the users of “regio1” and “region”.
  • You can not search anymore with the special character “%” and “_” in the field “Roles”, because the text field has been changed to a list field. Therefore you can select several times, if a user got several roles.
  • Under Certification you can select, if all users possessing a selected, valid certificate or if all users possessing a selected, valid certificate that expires soon (expiration date – still valid for x number of days) or that has already expired.

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 following criteria:

  • Region
  • Country
  • Division
  • Group
  • OU
  • Roles
  • (Choose and delete) certification
  • (Enter) entry date
  • 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). For combining the listed roles the AND-relation will be used (example: role distribution; marketing – there should be assigned both roles to the user for fulfilling the rule and getting participant).


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.

  • 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.

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

  • Mandatory
  • Optional

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

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

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.

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”.

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)

Stipulate whether the IDD is supposed to apply. The option Deactivated is set by standard.  Select the option Activated for activating this function.

Further information about recording the type of learning for IDD and the learning content for IDD you find under courses and events.

Further information about the recorded time spent on IDD training you find under event dates.

Copy rules on participants for a course activation

If you click on the button Copy participant rules for a course activation, a new dialog window opens, in which you can select already existing rules on participants from a list. Here you can filter the list via the title of the course. The list of the existing rules on participants is sorted chronologically, whereat the newest are first.

Example
The course activation “All about Bavarian forests” got the rules on participants for trainees in the organizational unit (OU) Forest with the title “All about Bavarian forests”. The rules on participants with the title “How to hug trees” should also be applied on the course activation “All about Bavarian forests”. Therefore click on the button Copy participant rules for a course activation and select in the list “How to hug trees” and confirm your selection (see screenshot number 2). Then the copied rule on participant is shown in the table with the columns User selection OU, User selection Group, User selection Division, User selection Region, User selection Country, User selection Roles, Edit mode, Registration status and Action. In this example “Forest” is shown under User selection OU and because of your selected options the edit mode “Optional” and under registration status “Registered”  (see screenshot number 3). Under Actions there is always shown the Pencil and the Recycle bin.

The list has the following columns: Course title, Owner, Created, Change date, Status (if Active, Being Planned or Achived for example), Date and time at which use data was calculated, Maximum number of participants, Number of occupied participant spots, Currently active registered participants, Current number of active catalog users, Currently registered inactive participants, Number of participants removed from the course activation, Number of users marked as deleted, Currently registered active participants (processing at least begun), Current number of active catalog users (processing at least begun), Currently registered inactive participant (processing at least begun), Current number of inactive catalog users (processing at least begun), Number of participants removed from course activation (processing at least begun) and Number of users marked as deleted (processing at least begun).

For training plans

User selection

You can establish rules at the following criteria:

  • Region
  • Country
  • Divison
  • Group
  • OU
  • Roles
  • (Choose and delete) certification
  • (Enter) entry date
  • 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.

  • 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.

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

  • Mandatory
  • Optional

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 catalog 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:

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.

Copy rules on participants for a training plan

If you click on the button Copy participant rules for a training plan, a new dialog window opens, in which you can select from a list of already existing rules on participants. Here you can filter via the title of the training plan. The list of existing rules on participants is sorted chronologically, whereat the newest are first.

The list has the following columns: Title, Owner, Created, Change date and Preview image.

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.

FAQs

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.

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.

If a registration is done by a rule on participants a registration notification will be sent.

The author has configured this notification on registration in the course activation as standard, this means as notification. Otherwise the author has configured an Individual notification in the Client wizard or in the Course activation wizard.