Auto-Assign Using Rules with Litmos Assign

The Litmos Assign feature lets Account Owners create rules to automatically assign courses, learning paths, and teams to learners based on specific user criteria. This removes the need for manual assignments and helps ensure learners receive the right training at the right time.

Note: Litmos Assign is a premium feature and requires backend activation by Healthicity. Contact your Account Manager to enable it if needed.

Enable Litmos Assign

1. Go to Account Settings from the dropdown menu in the top right.
2. Select Litmos Features.
3. Choose Litmos Assign to enable the feature.

Create Assignment Rules

Once Litmos Assign is enabled, you can configure rules as follows:

1. Rule Name: Enter a name for the rule that clearly describes its purpose.
2. Description (optional but recommended): Add a description to explain what the rule does.
3. Add Filters: Define the conditions that determine which users the rule applies to. Filters can be based on:
   • User profile fields
   • User custom fields
   • Completion status of a course or learning path
4. You can use Any (match any criteria) or All (match all criteria) options when combining filters.
5. Advanced User Custom Field Filters: Select from up to 25 user custom fields to build more sophisticated assignment logic.
6. Manager Field Filter: Rules can now also use the learner’s Manager field to assign training based on the user’s manager relationship.
7. Assign to Courses, Learning Paths, or Teams: Choose which course(s), learning path(s), or team(s) should be assigned to users who meet the rule criteria.
8. Run on an Interval
   • If unchecked, the rule is saved but not automatically run.
   • If checked, select an interval for automatic execution (for example, daily or weekly).
   • Rules can also be run manually after they are saved.

Run a Rule Manually

Account Owners can manually trigger a rule at any time:

1. Navigate to Automatic Assignment Rules under Account > Integrations.
2. Select the rule you want to run and click Run.
3. When running a rule:
   • You can choose whether to apply it only to users who haven’t been processed since the last run or to all matching users.
   • A user list appears, showing who will be affected. Deselect any users you do not want included.
   • By default, assignment notification emails will be sent to learners. To suppress emails, uncheck the Send Course/Learning Path/Team notification email option.

View Rule Activity

After a rule runs, you can view recent activity and details:

• When and how often the rule ran.
• Which users were affected.
• What assignments occurred, and when they happened.

Notes

• Rules run only on active users; reactivated users will be processed when the rule next runs.
• There is a limit of 10,000 total items per rule. Rules that exceed this limit (for example, many users multiplied by many courses) will not run.

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