Create a New Assignment

You can create assignments for entire audiences and/or individual learners. Audiences are comprised of learners who have a defined set of user attributes. When you assign user attribute values to learners, they are automatically added to one or more audiences if the assigned values match the audience definition.

Site Admins can create assignments for any audience or learner in Percipio. Learning Admins (and Managers with Assignment privileges) can create assignments for their audiences and the learners within their audiences.

Example:
1. Your organization has an audience called New Hires, which contains a user attribute called new_hire. This user attribute has two values: true and false.
2. The New Hires audience includes those users with the new_hire user attribute set to true.
3. You want to create an assignment specifically for the New Hires audience (new_hire = true).
4. When a new user is added to your site, with a new_hire user attribute set to true, they automatically becomes a member of the New Hires audience, and receives the assignment created for that audience, with the relative due date set in the assignment.

To create a new assignment

  1. From the Admin menu, select LEARNING > Assignments. The Assignments page displays.
  2. Select New Assignment. The Create assignment workflow displays with five steps.

    3. Note: To create an assignment in a different language, select that language from the language drop down next to My Profile. The admin interface will change to that language. You can then specify all relevant assignment information in that language including selecting localized content.

  3. Enter all the details describing your assignment.

    1. Assignment name: Use a convention that makes sense to learners and that is easy for you to find in the Assignment list.
    2. Business objective: Using the drop-down list, associate the business reason as to why you are making the assignment.
      This association is used to build alignment metrics for your organization. You can select from 10 Skillsoft objectives and up to 10 custom objectives. If you do not yet have 10 custom objectives defined, you can create a new one by selecting Create new from the drop down list as long as you are a user with a site or domain admin role. Any custom business objectives you create here also show on the Business Objective list page. These metrics are available from the Assignments dashboard.
      • Cost control: Formal and informal efforts made by managers to monitor, evaluate, and reduce expenditures.
      • Customer satisfaction: Efforts focused on increasing the number of customers whose reported experience with a firm, its products, or its services exceeds specified satisfaction goals.
      • Employee engagement: Quality and quantity of discretionary effort employees are willing to apply to the organization and its goals.
      • Revenue Growth: Efforts designed to increase the revenue an organization derives from its products and services to customers.
      • Innovation: The creation and capture of new value in the marketplace, including new products and services
      • Operational effectiveness: Practices that enable the organization to better utilize its operations resources and better implement its processes and procedures
      • Quality: Improvement in the quality of products and services produced and delivered by the organization
      • Workforce productivity: Amount and impact of work delivered by an employee or group of employees in a specific period of time.
      • Legal compliance and risk mitigation:Effort to remain compliant with legal requirements.
      • Workplace safety and health compliance: Effort to remain compliant with safety and health regulations.
    3. Assigned by: This is the name your learners see as the person who made the assignment. By default your name is selected. Select the other radio button and enter another name if they should see something else like perhaps a department or a leader's name.
    4. Category: Using the drop-down list, select the category for the assignment you are creating.
      • Certification: Use when the goal is to help learners earn a certification.
      • Compliance: Use when the goal is focused on compliance.
      • Cultural: Use when the goal is to promote or inform learners about company culture.
      • Leadership: Use when the goal is to advance and encourage growth for managers and leaders.
      • Onboarding: Use when the goal is to facilitate new employe training and orientation.
      • Upskilling: Use when the goal is to help learners acquire or advance a skill set.
      • Other: Use when none of the other available types apply.
    5. Assignment description: This displays to your learners in the assignment details. This also helps other admins understand why the assignment was made.
    6. Duration: Choose by when learners must complete the assignment.

      If you add a user or audience to this assignment while it is in an In Progress status, those learners must complete the assignment by the specified End date. If you want all users to have the same number of days to complete an assignment, regardless of when you add them to it, use the Number of days option.

      Start and end dates are in GMT.

      1. Enter a Start date.
      2. Enter an End date.
      Note: If a learner is added to an audience with an assignment that has a specific end date, and that end date has passed, the learner will receive the assignment as overdue in their assignment list. To avoid this scenario, you can change the end date or archive the assignment.

      If you add a user to an assignment (or if you add a user to an audience with the assignment), they receive the assignment with a relative due date. See the note in step b.

      Start and end dates are in GMT.

      1. Enter a Start date.
      2. Enter the number of Days to complete.
        3. Note: Days to complete is calculated for each user based on the day the user is added to the assignment or an assigned audience. For example, if you create an assignment October 1 and set the Days to complete to 15, the due date for the users and audiences is October 15. If a new user is added to the audience on October 5 (when the assignment has a status of In Progress), her due date is October 20.
  4. After you describe your assignment, you can do one of three things:
    1. Cancel: closes the new assignment without saving changes.
    2. Save as draft: closes the new assignment, saves your changes into a Draft status, and returns you to the Assignments page. You can modify this assignment later.
    3. Next: Add content: saves your current changes and takes you to the next step.
    1. Before you add content, select how you want the content to behave within the assignment. You have two options:
      • Content items must be completed in the display order specified: To enforce a specific order of content, select this option. When you select this option, learners cannot access content out of the specified order. They must complete each piece of content before the next, in accordance with the set completion criteria. See Completion Settings for more information about setting course completion criteria. See Complete your Content for each asset type's specific completion criteria requirements.
      • Require learners to complete all courses from the beginning:When selected, learners must restart from the beginning any previously completed online courses that are part of the assignment. Previous course completions will not count towards the assignment completion when this option is selected. Online courses include Skillsoft online courses, custom courses in AICC or SCORM formats, and compliance courses. It does not include live courses or live events.
        • This setting does not apply to other content types within the assignment. If learners have any progress or completions for other content types such as books or videos, the learner's previous progress or completion does count toward the assignment completion.
        • If unselected, learners previous course completions do count toward assignment completion.
        • You cannot change this setting after you launch the assignment.
    2. Add your content by selecting Add content.
      Note: When choosing content to add to an assignment, you can choose content from all license pools installed on your site. If your users do not have access to a content item because their audience is not associated with the appropriate license pool, they see the item in the assignment and cannot launch it. They also cannot complete the assignment.
    3. In the search field, enter keywords or titles of the content you want to include, then select the magnifying glass Search button, a magnifying glass or press Enter.
    4. Select The Add button, plus sign in a blue circle next to each piece of content you want to add to the assignment.
    5. Repeat these steps until you've added all the content. You can add a maximum of 100 total items.
      Note: You can add instructor-led training (live course) to an assignment. The learner must register for the class that best meets their schedule, attend the class, and achieve a passing score to achieve completion.
    6. Select Add Content.
    7. Drag and drop the content into the order you want it presented to the learner. Alternatively, use the arrow buttons to move content up or down the list.

      8. If you selected the Content items must be completed in the display order specified option, learners must complete each item in the order presented here.

  6. After you add content, you can do one of three things:
    1. Cancel: closes the new assignment without saving any changes up to this point.
    2. Save as draft: closes the new assignment, saves your changes into a Draft status, and returns you to the Assignments page. You can modify this assignment later.
    3. Next: Add users and audiences: saves your current changes and takes you to the next step.

  7. Site and learning admins can add users in one of two ways, by selecting them or via a bulk add using a CSV file. Learning admins can only bulk add users to assignments who are in audiences that they own. Managers can only select users or audiences, not bulk add them.

    To select users or audiences:

    1. Select Add users and audiences.
    2. In the search field, enter the name of an audience or individual learner.
    3. Locate the audience(s) or user(s) you want to assign the content to and select The Add button, plus sign in a blue circle. If you select audiences instead of individual users, then users automatically get added to and removed from an assignment based on the values in the user attribute set in the audience.
    4. Repeat these steps until you've added all users and/or audiences.
    5. Select Done.
      Note: If you remove a learner from an audience that has an assignment and the learner has not completed the assignment, the assignment no longer displays for the learner in their assignment list and they no longer show in assignment reports. If you remove a learner from an audience that has an assignment and the learner has completed the assignment, the assignment remains in their assignment list and their completion remains in assignment reports.

    To bulk add individual users using a CSV file:

    1. Select Bulk add individual users.
    2. Select to Download template CSV file. The template contains three columns:
      • email: the email of the user as specified in the Percipio user record.
      • loginName: the Login Name of the user as specified in the Percipio user record.
      • externalUserId: The User ID used to identify a user inside Percipio.
    3. Include user data in one of the three columns and remove the other two unused columns.
    4. Save and select the one-column CSV file for import.
    5. Select Add user(s).

      If a learning admin attempts to add a user who is not in one of their owned audiences or who does not have a Percipio user account, they see an error message: User unavailable for bulk add.

  8. After you add users and audiences, you can do one of three things:
    1. Cancel: closes the new assignment without saving any changes up to this point.
    2. Save as draft: closes the new assignment, saves your changes into a Draft status, and returns you to the Assignments page. You can modify this assignment later.
    3. Next: Manage emails: saves your current changes and takes you to the next step.

  9. This is where you specify how you want to notify learners about the assignment. You can choose a notification and reminder emails. You can also customize all emails that go prior to the assignment due date.

    From the Manage emails tab, select and configure the frequency of the two types of emails you want to send.

    • Notification email: turn on this option if you want to send a notification email to learners letting them know they now have an assignment.
      • When you first launch an assignment, you can choose when the system sends this email by specifying a date and time. The day and time you specify is in your time zone, not the learners. There may be a delay from when the system sends the email and when the learners receive it depending on network traffic and when the email lands in the email queue. These emails get sent every 30 minutes at the top and bottom of the hour.
      • If learners get added after the initial launch, they automatically get sent this email within 30 minutes of being added to the assignment. Depending on network traffic, the learner may not receive it within 30 minutes.
      • Turn off this setting if you don't want to send the notification email.
      • This email uses the Assignment coming due email template.
      • You can add a custom subject, header text and an introductory message to this email.
    • Reminder emails: You can turn on this option if you want learners to receive emails after the notification email reminding them that they have an assignment. You can configure how often these emails go to learners.
      • The default setting for reminder emails is set from the Default email reminders setting if enabled. You can override the default reminders.
      • You have three options at this point:
        • If the reminders are off and you want them on, select On.
        • If the reminders are on and you want them off, select Off.
        • If the assignment is on and you want to modify any default settings, make any adjustments to the three segments of reminders: Initial, Due date approaching, After due date. If you make changes that you don't like, you can select Restore to defaults to go back to the recommended frequencies.
      • Changes you make to reminders are saved independent of the default email reminders. Any changes to the default email reminder schedule does not impact your saved schedule changes for this assignment.
      • If you make schedule changes to an in-progress assignment, reminders follow the criteria you set and only go to users who haven't completed the assignment
      • Learners get the reminders until either they complete the assignment, you turn the reminders off, or you cancel the assignment.
      • Based on criteria set, reminder emails trigger daily for sending at 12:01 a.m. GMT. Network traffic determines when the learner actually receives it on that day.

    From the Customize and preview emails tab, you can:

    • Customize and preview emails sent prior to the due date
      • By default, learners receive the same email for all notifications and reminders sent before the assignment due date, and a different email for all reminders sent after the due date. For email template details, see assignment emails.
      • If you add customizations, they are also used in the one-off email reminders.
      • Add a custom Subject, Header text, and Introductory text and see how it displays to learners.
      • To edit email text for reminders coming due, see edit assignments.
    • Preview emails sent after the due date
      • At this time you cannot edit emails that go out for assignments that are past due.
      • If you send one-off email reminders after the assignment due date, learners receive this template.
  10. After you configure and preview your emails, you can do one of three things:
    • Cancel: closes the new assignment without saving any changes up to this point.
    • Save as draft: closes the new assignment, saves your changes into a Draft status, and returns you to the Assignments page. You can modify this assignment later.
    • Next: Review and launch: saves your current changes and takes you to the next step.

  11. Step 5: Review all your settings for this assignment. Edit anything that looks amiss.

  12. When you are ready, select one of the following options:

    • Cancel: closes the new assignment without saving any changes up to this point.
    • Save as draft: closes the new assignment, saves your changes into a Draft status, and returns you to the Assignments page. You can modify this assignment later.
    • Launch assignment: Places the assignment into one of the following statuses:
      • If the Start date is today, the assignment is placed in an In Progress status and the assignment is immediately available to your learners. The email with the assignment details sends at the date and time you specified in step 9. Modifications to the assignment content cannot be made, but you can add a user to the assignment.
      • If the Start date is in the future, the assignment is placed in a Scheduled status and the email, if enabled, sends at the date and time you specified in step 9. You can make modifications to all aspects of the assignment until the Start date.

Assignments with the same due date are listed by when the assignment is launched, in ascending order, on a learner's assignments page and on the home page.