Cognition Knowledge Base
Combined Smart Group Report
Automatic assignments likely make up the majority of assignments in your system, and once in a while you may need to take stock of what assignments are being made. The Combined Smart Group Report is a great way to get a view of Smart Groups that are currently making these automatic assignments, and shows you information on the Smart Group’s filters and the Learning Modules that are associated. (Updated in version 9.2.0)
Why is it called the Combined Smart Group Report?
It combines the information from 2 other reports: The Smart Group Assignment History report and the Smart Group Filters Report.
Accessing the report
You can find a link to the Combined Smart Group Report under the Smart Groups heading in the Reports menu. You must be logged in with the Enterprise Administrator role.
Report modes
The report provides 3 ways of finding the Smart Groups you want to look at.
Filter option |
|
|---|---|
All active Assignment Smart Groups | This option will run the report on all active Smart Groups of the Assignment-type. This is useful if you’re not looking for anything specific and just want to look through everything that’s out there. |
Select specific Smart Groups | With this option, you’ll just search and select a list of Smart Groups. Useful if you already know exactly which Smart Groups you’re looking for. |
Select a Job Code and show Smart Groups that may apply to users with that Job Code | This option is really helpful if you want to look into what assignments are going to users with a certain Job Code. Just pick the Job Code and the report will find the Smart Groups for you. More details on this option below. |
Finding Smart Groups by Job Code
When you use the third option and select a Job Code, the report will come up with a list of all Smart Groups that may apply to a user with that Job Code.
“May apply”? Why doesn’t the report know exactly which Smart Groups?
Each Smart Group can filter on all sorts of user data points like Division, Location, or maybe an Extended User Property that your organization uses. Because of this, it’s not always clear cut which Smart Groups each user will fall into.
For example, a Smart Group might filter on a Job Code but might also have a filter that says only users that are full time. So part time time users would not be included, even if they have that Job Code.
Or a Smart Group might filter by Division or Location, and may not have a Job Code filter at all. However, users with that Job Code could be included in the Smart Group if they are at an included Division/Location.
Additional options
But if you’re seeing too many Smart Groups that aren’t relevant to your search, don’t worry! There are some additional options to make your search a little more targeted.
Checkbox | Details |
|---|---|
Only show Smart Groups that currently have active users with this Job Code | The report will look at the active users currently in the Smart Group, and exclude the Smart Group if it doesn’t see users with the Job Code you selected. |
Only show Smart Groups that have an inclusion filter with this Job Code | The report will only show Smart Groups that explicitly filter on the Job Code. This options helps to hide Smart Groups that don’t have a Job Code filter or have a filter that excludes other Job Codes. |
Only show Smart Groups that have associated Learning Modules | This will hide Smart Groups that currently don’t have any associated Learning Modules, and therefore aren’t making any assignments. |
Report Output
Once you’ve made your selections and exported your report, you’ll get an Excel with information about each Smart Group. Here’s an example of what you might see for each Smart Group:
Table of Smart Group filters
For each Smart Group, the table shows all of the Filter types the Smart Group uses, such as Job Code, Division, or Employment Type. It also specifies whether it’s an inclusion or exclusion filter.
Under each filter type, it will show the values in each filter. For a Job Code filter, it will list the Job Codes. For a Location filter, it will show the list of locations. For an Employment Type filter, it might show a single value of “Full Time”.
List of Learning Modules
Below the filters, you’ll see the Learning Modules associated with that Smart Group, including basic information about the module and some of its assignment settings.
What does it all mean?
By looking at the this information, you can answer the following questions.
Who exactly is in this Smart Group? - This is defined by the Smart Group Filters.
What assignments are they getting? - This is defined by the list of Learning Modules and their assignment settings.
With these 2 main pieces of information about each Smart Group, you can get a picture of how assignments are set up in your system.