Overview 

Litmos Assign allows Account Owners to automatically assign content, Teams, and brands to a Learner based on defined Rules. These rules are driven by User profile fields and content completions.  

Enable the Feature 

To enable Litmos Assign, view existing rules, and create new rules, navigate to Account settings> Litmos Features > Assign. You will also find Litmos Assign under Features & Setup in the Meganav banner at the top of the screen. 

The Rule name, last run, next run, assign type, and status columns are sortable. 

• The Quick Search can be used to search for a specific rule based on keyword or exact text.  
• Select Add filter to filter existing rules by Rule name, Status (active or inactive), Specific Date Rules Only, User Event Rules Only, Assign type, Last and Next run. 

Add a Rule 

To create a new rule, select the "Add Rule" button. 

 

Rule Name: Enter a name 

Description: Provide a description that explains the purpose of the rule. Although this field is not required, it is recommended. 

Filters: Select the criteria for Users who will be assigned to a Course, Learning Path, Team, or Brand. This field can either be a user profile field, User custom field or a completion of a Course or Learning Path.  

User Custom fields filter: To create advanced custom assign rules, select any of the 25 user custom fields from the dropdown. NOTE: Deleting, modifying, or reordering the drop-down value of a Dropdown type custom field impacts what displays in Litmos Assign Rules. 

People Profile fields: Select from all available assignments/filters based on people profile fields. This includes the ability to automate training assignments based on the Learner’s manager, job role and Teams along with location information.

The "Any" or "All" dropdown option can be used to determine if the Users must fit all or any of the criteria set in this rule. 

Scheduling: Choose from 3 options when the rule should run:

• Immediately when rule conditions are met;
• A specific date – selecting this will present you with a date picker
  • NOTE:  when selecting this, the Frequency for running this rule will default to this scheduled date
• Relative to user events (e.g. X days after joining)
• NOTE: This option requires an Advanced Custom Field (not Legacy).
  • Select the User Custom Fields – this must be a date field which you have already configured (e.g. a custom field that has been configured as Hire Date)
  • Setting the offset period – i.e. # of days/weeks/months after or before (-ve) the date field selected above
  • Frequency for running this rule will default to 1 Day

NOTE: The future assign rule evaluates Users only when their associated date exactly matches the configured date on the day the rule runs. Users with dates even one day earlier or later are excluded. This strict exact-match approach prevents checking all past dates, which could retrospectively apply the rule to a large number of unintended users (e.g., assigning a course to everyone hired over all time if the rule targets “2 weeks after hire date”).

Assign to:  Select a Course/ Learning Path/Teams and/or Brands to assign to Users

Un-Assign from Teams: Choose Team(s), to unassign selected Users from 

Frequency: By default, frequency will be set to 'None'. You can choose to run the rule on first login, or at intervals ranging from 30 minutes to 1 week.  NOTE: There is a limit of 50 rules that can run on first login.

If in Scheduling a Specific Date is selected, the Frequency for running will default to the specific date selected.  In the case when Relative to User Events is selected, the Frequency will default to 1 Day. 

   

Select Save when done.  

Event Driven Future Date Assignment 

Litmos Assign supports event-driven future date assignment, allowing Admins to configure rules that automatically assign content at a future date based on key milestones. Rather than manually activating a rule on a specific date, the rule triggers automatically when the defined event occurs. 

The following trigger events are available under the ‘Relative to user events’ scheduling option: 

• Course Completion — Assign content a set number of days, weeks, or months after a Learner completes a specified Course. A course completion filter must be included in the rule criteria. The rule will not include users who met the criteria prior to the rule creation date. 

• Learning Path Completion — Assign content a set number of days, weeks, or months after a learner completes a specified Learning Path. A learning path completion filter must be included in the rule criteria. The rule will not include users who met the criteria prior to the rule creation date. 

• People: Created Date — Assign content a set number of days, weeks, or months after a user’s account was created. This is useful for onboarding workflows (e.g., assign a Course 30 days after account creation). No custom field configuration is required. Users with a null Created Date are skipped. The rule will not include users who met the criteria prior to the rule creation date. 

NOTE: For all event-driven trigger types, offsets can only be positive (i.e., the assignment can only occur after the event, not before). The rule frequency is locked to 1 Day when using any event-driven trigger. Rules will not apply retroactively to users who met the criteria before the rule was created. 

NOTE: When multiple Course or Learning Path completions are included as filter criteria, the assignment date is calculated from the most recent completion date among those selected." 

Filter Groups 

You can create rules with complex filter combinations (filter groups) of ANY and/or ALL, to achieve a more precise targeting of Learners. 

Follow the steps above when creating a new rule.  The Filter section has a ‘Create Filter Group’ option which can be used to , convert the the standalone filter into a filter group. 

A filter group is a logical sub-group of filters that identify a set of users who qualify ALL or ANY of the selected criteria. Admin can create as many filter groups as needed and group them under an overall Logic to get results that match the selected conditions. 

NOTE: Rules with People and Course objects cannot be combined. 

Running a Rule 

Any saved rule can be manually previewed or run by selecting the “Preview/Run” button on the Rule listing page. Use Preview/Run to review which learners will be impacted before applying a rule. 

Preview/Run Button— The “Preview/Run” button allows Admins to see which learners will be affected by a rule before committing to run it. This works consistently for both newly created rules and existing rules, whether they have been run before. When selected, the button displays a filtered list of learners based on the rule criteria. No learner records are modified during a preview. Admins can choose to run the rule directly from the preview screen, or cancel and return to the rule listing page. 

If the rule had been run before, a prompt will appear asking "Would you like to run this rule against those records identified since last run (recommended)?" When selecting Yes, the rule will run only for those whom this rule has not yet been applied. When selecting No, the rule will run for all Users who fit the criteria for the rule. This is only recommended if changes since the last run have occurred that need to be overridden. When selecting Cancel, the rule will not run against any Users.  

• A page of Users who will be affected by running the rule will be listed. By default, all Users will be checked. Uncheck any Users who should not have this rule applied.  
• By default, email(s) will be sent to the Learner(s) on the list. To not send the email, uncheck the box for "Send Course/ Learning Path/Team notification email." If this option is selected, an email will be sent to the Learner for each Course, Learning Path, and Team defined in the rule.  
• Select “Run Rule” to apply the rule, or “Cancel” to return to the rule listing page without making any changes. 

Assign Rule Update 

Litmos has improved how it handles an exception to the Assign rule: Privileged users can now use the filter to include Users who are not assigned to a Team in the Assign Rule condition. 

Enabling the ability to include Users who are not assigned to a Team in the Assign Rule condition makes it more efficient to manage large cohorts of Learners – either at the organization or via a third party – that often have the same Course assignment needs but may not be associated with a Team. 

Viewing Recent Activity of the Rule 

The Recent Activity can be viewed by selecting the rule name on the rules listing page.  

Recent Activity includes:  

• All users affected 
• What assignment was made 
• When the assignment occurred 

NOTES: 

• Rules will only run on active Users. If an inactive User becomes active, the rule will then run on the Learner. 
• When a rule is created and saved, the rule will identify all Users who match the criteria. 
• If the criteria in a scheduled rule are edited after it has run, it will only identify Users which the rule ran against previously if there is an edit to one or more fields in the user profile. For example, if you want the rule to identify Users with no profile field changes, you will need to run the rule manually and select "No" when asked, "Would you like to apply this rule only against the records updated since this rule last ran?". 
• If a field in the user profile is updated after a rule identifies the User, they will be identified again on the next run time. They will be counted in the total items to process even though they are already assigned to the Team/Course/Learning Path/Brand or unassigned from a Team in the rule. 
• Scheduled rules, by default, only run against Users who have not been identified previously or have had a change to one or more of their user profile fields. 
  • The limit is 10,000 total items handled in a Rule. 
  • For example, If a rule identifies 100 Users to be assigned to a Team or unassigned from a Team that has 100 Courses and 1 Learning Path: 
    • Team assignment = 1 item 
    • Learning Path = 1 item 
    • Courses = 100 items 
    • 100 Users x 102 items = 10,200 total items 
  • Q: What if the Team the User is being assigned to or unassigned from is assigned to a Learning Path with 50 courses, and those same 50 courses are also assigned to the Team individually outside the Learning Path? 
    • A: If the same Courses are assigned to the Team individually and via a Learning Path, they will be counted as two items each because they are separate assignments. 
      • Team assignment = 1 item 
      • Learning Path = 1 item 
      • Courses in learning path = 100 items 
      • Same Courses assigned to the team outside of the learning path = 100 items  
      • Total Items: 100 Users x 202 items = 20,200 items 
  • Q: What if my rule is assigning the User to one Team and unassigning from a different Team? 
    • A: All Courses and Learning Paths assigned to each Team will be