Work with user association rules

Users Rules define the logic that determines how users, groups, and learning modules are automatically associated or assigned. They allow administrators to set specific inclusion or exclusion criteria so that the right users are connected to the appropriate modules or activities without manual intervention. Each rule includes configurable conditions such as groups, users, or criteria, that the system evaluates during auto-assignment. 

Administrators can create, edit, copy, delete, or reset rules to maintain flexibility and accuracy in managing assignments. These actions help streamline configuration, reduce manual effort, and ensure that updates or changes are applied efficiently across dependent modules. The following sections describe how to create, edit, copy, delete, and reset rules in WFM, along with information about rule grouping, complexity, and dependencies.

To work with rules, navigate to the Development and Feedback page and perform the following steps:

  1. 点击菜单>绩效管理>发展与反馈。
  2. In the Development and Feedback page, select an existing module or click New Module.
  3. Click the Auto Assign tab.

From the Auto Assign tab, you can create a new rule or add an existing rule to modules. Additionally, you can edit, copy, delete, and reset existing rules. Click each collapsible to view details on each action.

To create a new rule, an existing rule, perform the following steps:

  1. In the Auto Assign tab, click Add Rule.
  2. In the Select a rule section, click Create Rule.
  3. The Create rule section appears. In the Name field, enter the name of your rule.
  4. The Type drop-down is a view-only field because rules currently apply only to learning modules.
  5. (Optional) In the Description field, enter a description for your rule.
  6. In the Rule Grouping section of the Criteria tab, perform the following steps:
    1. In the Include/Do not include drop-down, select an option. For example, Include.
    2. In the Entity Grouping drop-down, select the entity group. For example, User.
    3. Click + Add Rule Item. To delete a rule item, use the Delete icon.
    4. In the Entity box, type the name of the entity. You can include one user per box. 
    5.  Repeat these steps to add more entities or to include or exclude other entity groups.
    6. Click + Add Rule Group to include a new rule group. 
  7. Click the Preview tab. The Users section displays the list of users associated to the rule.
  8. To check if a user is associated with the rule, perform the following steps: 
    1. In the Search box of the Users section, type the name of the user. 
    2. From the options that display, select the user. WFM automatically checks if the user is associated with the module. If not, no results appear. 
  9. Once done, to attach the rule to the module, click Add.
  10. Click Save. The module is updated with the rule. WFM saves the rule as a learning type and can be used it in the current learning module or associated with other modules. 

At the lower right corner of the Create Rule section, you can view the Complexity field, which displays the complexity score of your rule. The score increases as you add more rules or groups. Hover over the icon next to the score to view the details of the complexity. For example, 2 groups and 4 items present in the rule. The complexity score helps you manage the number of items sent to the search cluster to retrieve agent details efficiently. The system allows a maximum complexity score of 17. If you exceed this limit, a warning message prompts you to reduce the number of groups or items in your rule.

  1. In the People section of the Auto Assign tab, click Add Rule.
  2. In the Select a rule section, from the rules list, select a rule or use the Filter rules box to perform a search for a select rule. 
  3. In the corresponding rule, click .
  4. The Rule details appear. Review the rule. 
  5. In the Criteria tab, the groups that are included display. 
  6. In the Dependents tab, details of the learning modules associated with this rule display. You can view the following details here:
    • Name of the rule.
    • Date and day the rule was created.
    • Date on which the rule was last run.
    • Actions icon, when clicked redirects to the dependent learning module the rule is linked.
  7. In the Preview tab, details of the users associated with the rule display. 
  8. Click Add to add the rule to the module.
  9. Click Edit to edit the rule. For more information about editing an existing rule, see the Edit an existing rule section in this article.
  10. Click Copy to copy the rule. For more information about copying an existing rule, see the Copy an existing rule section in this article.
  11. Click Delete to delete the rule. The delete button is available for selection only when there are no learning modules associated with the rule. For more information about deleting a rule, see Delete an existing rule section in this article.

To edit an existing rule, perform the following steps:

  1. In the Development and Feedback page, select a module from the list.
  2. Click the Auto Assign tab.
  3. From the right side of the screen, click the Edit Rule icon.
  4. The Edit Rule section appears. You can modify all fields except the Type field.
  5. In the Rule Grouping section, you can perform the following actions:
    1. In the Include/Do not exclude boxes, add new groups or delete existing groups. WFM includes users from any of the selected directory groups.
    2. Click + if you want to add more groups.
    3. Click Delete icon to delete the groups that you previously added.
    4. Click Add Rule Grouping to create a new group. 
  6. Click the Preview tab to view the list of users available based on the grouping defined in the Criteria tab.
  7. 单击 “ 保存”。

Users Rules updates the rule and displays the details of changes you made. The rule also lists its dependencies and any modifications automatically apply to all dependent modules.

When you edit existing rules, you may notice GUIDs added from entities based on your permissions and divisional access. You can view rule details according to your access level. Regardless of permissions, Users Rules automatically includes users from those entities in the rule.

To reset an existing rule, perform the following steps:

  1. In the Development and Feedback page, select a module from the list.
  2. Click the Auto Assign tab.
  3. Select the corresponding module from the list.
  4. From the right side of the screen, click the Reset Rule icon.
  5. The rules that you set earlier clear out. Perform the steps in the Create a new rule or Add an existing rule sections.

To create a copy of an existing rule, perform the following steps:

  1. In the Development and Feedback page, click New Module.
  2. Click the Auto Assign tab.
  3. 单击 添加规则。
  4. In the Select a rule section, the existing rules appear. 
  5. From the list of rules, select a rule and click .
  6. In the rule section, click Copy.
  7. The copy of the rule is created and displays for further edits.
  8. Perform the steps in the Create a new rule section to further update this rule.

You can create a copy of an existing rule from the Rules Management page. For more information, see Work with rule management.

You can delete a rule only when it is not associated with any dependent learning modules. To delete an existing rule, you must first disassociate any dependent learning modules and then proceed to delete the rule. Once you disassociate associated modules, you can delete the rule. For more information, see Work with rule management.