In Knowledgeworker Share, you have the option to automate various system processes using rules and to trigger further actions based on user data and activities. This article explains how to create rules and what types of rules are available.
How to create new rules:
- Under Administration > Rules, select “+Create Rule” to open the menu for creating and editing rules.
- Enter the name of the rule (required field) and optionally add a description. You can also set whether the rule should be enabled.
- Next, define the conditions: Conditions are requirements that a user must meet for the desired action to be executed.
Select the type of condition (e.g., “Curriculum completed”) and click “Add condition.” Define the condition by specifying one or more specific values (e.g., a curriculum) and optionally a time period. If multiple values are selected, users must meet at least one of them for the corresponding action to be executed – the values are linked with OR.
You can add multiple conditions – these are linked with AND, meaning all conditions must be met for the action to be triggered. - Define the action to be executed: Select the type of action (e.g., “Enroll in post”) and click “Add action.” Define the action by setting one or more values (e.g., a course).
Up to three actions can be selected and executed simultaneously.
You can edit the rule at any time afterwards and activate or deactivate it as needed.
You can choose from the following rule types as conditions:
Curriculum completed
When this condition is set, users are automatically enrolled in a course, a user group, or a new category depending on the selected action after successfully completing a curriculum. The selected action is executed immediately after the user completes the curriculum.
The requirements for completing the curriculum are defined within the curriculum itself.
If you select multiple curricula, the user must complete at least one of them for the corresponding action to be executed.
This rule type can be used, for example, to automatically enroll learners in an advanced curriculum after completing a basic curriculum.
Domain of the User
This condition can be selected if users are to be enrolled in specific content based on their domain. You can define one or more domains – if a user belongs to one of them, the corresponding action will be executed. The action is triggered when users are newly created or edited.
This rule type is useful if, for example, you have set up domains for different company locations and want to provide location-specific information to employees.
Post completed
If users are to be enrolled in another post, curriculum, or user group immediately after completing a specific post, you can use this condition. If you have defined multiple posts for this condition, the corresponding action is triggered when users complete at least one of them. The action is executed immediately after the post is completed.
For example, you can automatically provide participants with a recording of an event after it ends.
Post completed before...
This rule type allows you to enroll users in additional content automatically after a delay following the successful completion of a post.
To do this, select one or more posts after which the enrollment should occur. If multiple posts are selected, the user must complete one of them for the corresponding action to be executed. You also define the time period after which the action should be executed: you can choose between days, weeks, months, and years.
For example, if you want users to be automatically enrolled in a refresher course one year after completing a course, you can use this rule type.
After time period since activation
Use this rule type to define a time period after which the action will be executed. The period starts from the user's entry date. You can choose between days, weeks, months, and years.
This rule can only be applied if an entry date is stored in the user's profile. Additionally, the user must be newly created or edited for the action to be triggered.
This rule can be used, for example, to automatically send new employees a feedback questionnaire after 6 months.
After time period since creation
Use this rule type to define a time period after which the desired action is executed. The period starts from the user's creation date. You can choose between days, weeks, months, and years.
For the action to be triggered, the user must be newly created or edited.
You can use this rule type to avoid overwhelming new users with too much content right away and to gradually introduce them to the system.
New user
The trigger for this condition is the immediate creation of a new user, regardless of the method (manual, CSV import, LDAP, API, self-registration). No further settings are required.
The corresponding action is executed immediately after the user is created.
This rule type can be used, for example, to automatically enroll new users in an onboarding curriculum.
User activation during the last…
The corresponding action is triggered by this condition if a user was activated within the defined time period. You can set the time period in days, weeks, months, and years.
The user must be newly created or edited for the action to be triggered.
User creation during the last...
The corresponding action is triggered by this condition if a user was created within the defined time period. You can set the time period in days, weeks, months, and years.
The user must be newly created or edited for the action to be triggered.
Audiences of the user
If users are to be enrolled in new category values or user groups based on their category values, you can use this rule type.
If you have defined multiple category values for this condition, the corresponding action will be triggered if users have at least one of these category values. The user must be newly created or edited for the action to be triggered.
You can use this rule type, for example, to assign new employees in your IT department to a specific onboarding curriculum for IT staff.
Note: Category-based enrollment in posts is handled through matching and therefore does not require a rule.
The following actions can be executed:
Enroll in post
You can select one or more posts in which users should be enrolled if they meet the respective conditions. If multiple posts are defined, users will be enrolled in all of them.
Set match types
If the respective condition is met, this action assigns new category values to the user. You can assign one or more category values at once. Based on the new category values, further enrollment via matching can take place.
Assigning to usergroup
With this action, users can be automatically enrolled in one or more user groups and the associated curricula when the condition is met.