Adding a Dynamic Group

The information in this topic relates to Dynamic Groups. If you are looking for help with the Classic Groups functionality, refer to Classic Groups.

You can add new Dynamic Groups. You can manually add Users to them, or set up dynamic criteria so that LearnCenter automatically adds Users or training to the Dynamic Group.

On the ControlPanel:

1. Click  on the Users menu to expand it.
2. Click Groups.
3. Click Add Groups.

4. Type a Name for the Dynamic Group.
5. Type a Description for the Dynamic Group.

6. Add or remove a Dynamic Group Owner as needed. By default, you are the initial owner of the Dynamic Group since you are creating it. You can add other owners to help you share the responsibility for managing the Dynamic Group. You can also remove yourself as owner if you are creating this Dynamic Group for someone else to manage. Any LearnCenter member can be a Dynamic Group owner. They do not have to be members of the Dynamic Group. In fact, they may be people you have purposely excluded from the Dynamic Group. The only requirement is for you to grant the appropriate Groups User Permissions to anyone you give ownership of the Dynamic Group.

LearnCenter co-owners are implicitly owners of all Dynamic Groups, but will not be listed in this list.

7. Click the Only allow Owners to Edit Group check box to indicate that only Dynamic Group owners (which you indicated in the previous step) have the ability to make changes to the Dynamic Group properties.
   or
   Clear the check box to indicate that all Users who have the appropriate Dynamic Groups Users permissions can edit the Dynamic Group.
8. Select one of the following for Status:
9. Active - to make this Dynamic Group available for use.
10. Inactive - to make this Dynamic Group inactive until you are ready to make it available for use.
11. Date Range - to make a Dynamic Group available for use during a set date range. When you select this check box, the Start Date and End Date fields become available. You can use these fields to automate the status of Dynamic Groups. For example, perhaps you want a particular Group to become active on January 1 of next year, and remain active until April 15.You have the option to indicate that a Dynamic Group has No Start Date and No End Date. Used in combination with the Date Range fields, a Status could use:

• No Start Date with defined End Date
• Defined Start Date with No End Date
• Defined Start Date and End Date

For example, using the combination of defined Start Date with No End Date, you could have a Dynamic Group become active on January 1 of next year, and remain active indefinitely.

9. (Optional) Click Add to map this Dynamic Group to a Category.
10. Select one of the following for Self Service. This field works in conjunction with the Dynamic Groups Dynamic Object. What you select here will determine whether Users can join Dynamic Groups if you provide the option to join on the dynamic object.

• Closed (Users cannot join, they must be added by Dynamic Group owners or supervisors). This means Users will not be able to request to join or automatically join this Dynamic Group if it is visible on the Dynamic Groups dynamic object. This is the default option. (Classic functionality has closed Groups.)
• Open - Approval Needed (Dynamic Group owners or supervisors must approve Users who want to join the Dynamic Group). Users can request to join the group but are not granted membership right away. A Dynamic Group Owner or Supervisor who has the Manage Groups User Permissions must approve the request first.
• Open - No Approval Needed (Any User can join). Once Users click on the Dynamic Groups dynamic object, they are immediately admitted to the Dynamic Group.

11. Each Dynamic Group is required to have a unique code. You can keep the default code generated automatically by LearnCenter, or optionally type a new Code for the Dynamic Group. Once you click Save, the code can no longer be edited. The code can be alphanumeric and up to 255 characters in length.
12. If you created any custom fields for Dynamic Groups, they display on this page. Complete them as appropriate.
13. Click Save.
14. Click the Dynamic Criteria tab. This is where you will indicate filter criteria to have LearnCenter dynamically add Users to the Dynamic Group. See Automatically Adding Users to a Dynamic Group - User Profile Criteria and Automatically Adding Users to a Dynamic Group - Learning Item Criteria for detailed instructions on using this tab.

15. Click the Users tab. This is where you will manually add Users (static membership) to the Dynamic Group. You can also use this tab to approve or deny requests to join groups and to exclude Users from being automatically added to the Dynamic Group. See Manually Adding Users to a Dynamic Group, Approving or Denying User Requests to Join a Dynamic Group, and Excluding Users from a Dynamic Group for detailed instructions on using this tab.

16. Click the Sub Groups tab. If this Dynamic Group contains sub Groups, they are listed in the Sub Groups section. See Adding a Dynamic Sub Group for detailed instructions on using this tab.

17. Click the Mappings tab.

18. Use this tab to indicate the Learning Plans, Job Profiles, or Skill you want LearnCenter to automatically map to Users as they become members of the Dynamic Group. See Mapping Training to Dynamic Groups for instructions on using this tab.
19. Click Save to save all of your changes.

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