Defining Learning Environments and Learner Groups

This chapter provides overviews of learning environments and learner groups, and discusses how to:

Define learning environments.
Set the current learning environment.
Build learner groups.
Populate learner groups through batch processing.

Note. Before defining learning environments and learner groups, it is recommended that you spend some time considering the broad categories of course offerings that are available to your learners deciding on which learners need access to those offerings. This helps you determine the number and types of learning environments and learner groups that are appropriate for your organization.

Understanding Learning Environments

Learning environments provide a way to create separate domains within the learning catalog. An administrator's learning environment controls which parts of the catalog she or he can view and update, as well as the default values and options that are associated with the objects (such as categories, catalog items, activities and programs) the administrator creates. For example, if Azmi Daud were an administrator in the Asia Pacific learning environment, Azmi would only be able to access, update, and add categories, items, and activities that are associated with the Asia Pacific learning environment. The rest of the catalog will be hidden when Azmi uses the catalog maintenance components listed under the Enterprise Learning, Catalog navigation path.

Learning environments also enable administrators to access the instructors and resources that are available for assignment.

A learner's or manager's learning environment determines the catalog hierarchy—the sequence of categories—the user sees when browsing the catalog. So, if John is associated with the Sales learning environment, and Sue is associated with the Research department, John's view of the catalog may look different from Sue's view. Learning environments do not control access to activities and programs—access is controlled by learner groups.

Learning environments control some of the self-service options that are available to learners, such as the display of objectives and certification status on the user's home page.

Note. Learning environment values are assigned to both internal learners and administrators on the Job Data page.

See Reviewing Internal Learner Job Data.

When you create a learning environment, the system automatically creates a learner group with the same name for your convenience. This learner group automatically includes all learners that are in that learning environment. When you add new learners to the learning environment, the system automatically updates this learner group.

Every learner that is created in the system is automatically associated with one and only one learning environment. For internal learners, the system assigns each individual to the learning environment that is associated with their department. For external learners, the system defaults to the learning environment of the administrator who is creating the learner. You can change an internal or external learner's learning environment if needed. Categories, catalog items, activities, programs, resources, instructors, and learner groups are also associated with one or more learning environments.

See Also

Understanding the Catalog Structure

Administrators with Multiple Learning Environments

You can assign multiple learning administrators to a single learning environment and multiple learning environments to each learning administrator. When you assign an administrator to multiple learning environments, the administrator, in conjunction with the role security settings, can perform administrative functions such as managing the catalog, learners, and enrollments for all assigned learning environments. Assign learning administrators to a learning environment on the Learning Environments - Basic Data page.

Learning administrators must have a default learning environment or they cannot administer any learning environments. The system uses the default learning environment settings to populate default values throughout the system when the learning administrator creates new delivery methods, catalog items, and programs. When a learning administrator runs reports, only learning activities, programs, resources, or learners in the learning administrator’s default learning environment are captured in the report. The system selects the first learning environment that you assign to a learning administrator as the default learning environment. Learning administrators can use the Set Learning Environment page to specify a new default learning environment.

When a learning administrator is assigned to two learning environments and you remove the administrator from the default learning environment, the system selects the remaining learning environment as the new default learning environment. When a learning administrator is assigned to more than two learning environments and you remove the administrator from the default learning environment, the learning administrator must select a new default learning environment on the Set Learning Environment page.

Learner groups controls what the learner can see when searching the learning catalog. Although you can assign an administrator to multiple learning environments, the administrator sees only catalog items and programs in the learning catalog for the learner group to which the administrator belongs.

Understanding Learner Groups

This section lists prerequisites and provides an overview of learner groups.

Learner groups are defined groups of learners that share some of the same learner attributes, such as the same department, region, or job code. Use learner groups to:

Specify the categories, catalog items, activities, and programs a learner can access through the catalog.
Perform group or mass enrollment.
Assign objectives to a group of learners.
Specify the types of supplemental learning a learner can report.

Learner Group Assignment and Security

One of the primary functions of learner groups is to control access to the learning catalog. For a user to access a particular activity in the catalog, the user must belong to a learner group that is assigned to the activity, the catalog item, and the category that's associated with the catalog item.

When an administrator defines a category, the category inherits the administrator's primary learning environment. The learning environment controls which learner groups the administrator can associate with that category. Similarly, when an administrator defines a catalog item, the catalog item inherits the administrator's primary learning environment, which determines the learner groups the administrator can associate with that catalog item. When an administrator defines an activity, he or she has the option of clicking a button that automatically defaults all learner groups from the catalog item that are associated with the activity's learning environment. For example, William Lee, the learning administrator for the North America learning environment, creates a new activity. The activity inherits the North America learning environment. William has the option of clicking a button to assign to the activity all North America learner groups that are associated with the catalog item. He can further restrict access to the activity; but he cannot expand access by adding learner groups that are not associated with the catalog item.

Types of Learner Groups

Enterprise Learning Management supports the following types of learner groups:

Criteria-based

Create criteria-based learner groups by selecting the attributes that users must have to belong to the group. Choose from a set of eight criteria, using and/or logic to define membership eligibility. Use the Learner Group component to create criteria-based learner groups.
Query-based

To create a query-based group, you select a predefined SQL query, such as Job Code and State, and specify the values to use when the query is run. Use the Learner Group component to create query-based learner groups.

Unlike criteria-based learner groups, query-based learner groups can be built using almost any combination of attributes in PeopleSoft Enterprise Learning Management. You can use the delivered queries or create your own using PeopleSoft Query Analyzer.
Virtual

These groups are formed by using and/or logic to combine existing criteria-based and query-based learner groups. You can form these groups when you define security for a category, catalog item, activity, or program. There is no separate setup component for virtual learner groups. The ability to use virtual learner groups can greatly reduce the number of criteria-based and query-based learner groups you need to create and maintain.
System-created and maintained

A specific class of system-created and maintained learner groups correspond to learning environments. When you define a learning environment, the system automatically generates a learner group with the same name. Each time that you associate learners with the learning environment, the system automatically adds these learners to the corresponding, system-generated learner group. System-generated learner groups are not accessible through the Learner Groups component.

Criteria-based and query-based learner groups differ only in how the group members are generated. Both can be used for enrollment and security purposes. Virtual learner groups and system-created and maintained learner groups are used for security purposes only.

Manually-Maintained or Automatically-Maintained Membership

When you define a criteria-based or query-based learner group, you can specify whether you want the membership to be updated manually or automatically. You cannot manually add and remove members from automatically-maintained groups.

The system refreshes membership for automatically-maintained learner groups when you run the Build Learner Group process (LM_LRNRGR_AE). This is a batch process that you should set up to run on a nightly basis or at some other frequency.

See Also

Defining Learning Environments

Prerequisites

Before you can create learner groups, you must:

Define learning environments.

See Defining Learning Environments.
Import people, departments, and job codes through EIPs.

See Understanding Person and Organization EIPs.

Defining Learning Environments

To define learning environments, use the Learning Environments (LM_LE_CMP) component.

This section provides an overview of learning environments and discusses how to:

Define basic data for a learning environment.
View security and select the primary category.
Define default values for a learning environment.

Pages Used to Create Learning Environments

Page Name	Object Name	Navigation	Usage
Learning Environment - Basic Data	LM_LE_PG	Set Up ELM, Learning Environment, Basic Data	Enter the name, status, and a description of the learning environment.
Learning Environment - Security	LM_LE_REL_PG	Set Up ELM, Learning Environment, Security	Displays the categories and catalog items for a particular learning environment. Select the primary category for the catalog browse feature. This page becomes accessible after you save the definition of a new learning environment.
Learning Environment - Defaults	LM_LE_DFLT_PG	Set Up ELM, Learning Environment, Defaults	Define default values for learning activities and programs that are created for a particular learning environment.

Defining Basic Data for a Learning Environment

Access the Learning Environment - Basic Data page.

SETID for Approvals

The SetID links the learning environment to the approval process definitions that are available for the environment.

See Understanding the Approval Framework.

Assign Administrators

Name Display

Specify the administrators for this learning environment.

Viewing Security and Selecting the Primary Category

Access the Learning Environments - Security page.

With the exception of the Primary Category field, this page displays the categories and catalog items that have been associated with this learning environment through the Category and Item components. After you define categories, return to this page to select the primary category.

Defining Security for Catalog Items

Defining Default Values for a Learning Environment

Access the Learning Environment - Defaults page.

The first time that you access this page, the system displays the values entered on the Install Defaults component and the Payment Methods page. You can override any of the displayed values.

When an administrator who is associated with this learning environment creates activities, the activities can inherit default options and values that you define on this page.

General Defaults

Time Zone	This field applies to scheduled activities only. Select the default time zone for activity scheduling. The system uses the value you select here as the default for session patterns and sessions in this learning environment.
Language Code	Select the default language for activities. The system displays as a default the value set on the Install Defaults - General page. The system uses the value you select here as the default for delivery methods of an activity.
Session Start Time and Session End Time	These fields apply to scheduled activities only. Enter the default start time and end time of activities. You can override this time at the activity level.
Display Certification Status on the Self Service Home Page	Select to have certification programs with a status of complete, expired, or warning display in a separate grid labeled My Certification Status on the self-service My Learning page. The system will display the program name, status, date, and a Recertify button. An administrator can override this value at the learning environment level.
Display Objectives on the Self Service Home Page	Select to have objectives with a status of needed or in progress appear in a separate grid on the My Learning page. The My Learning Objectives grid can display up to five objectives, and lists each objective's name, proficiency, status, target completion date, who assigned the objective, and the associated activity or program. An administrator can override this value at the learning environment level.

Payment Defaults

Use this group box to specify the default currency code that applies to the fees and costs associated with activities and programs within this learning environment, and to select the valid payment methods for the learning environment. The options selected by default are inherited from system default settings. The default currency is inherited from the Install Defaults - General page. The default payment methods are inherited from the Install Default Payment Methods page. You can modify all options here. The payment methods selected on this page default to the Payment Information page in the Define Customers component, where you can modify them again.

Estimated Cost	This field pertains to training plan budget reports. Enter the estimated cost, per learner, of delivering an activity. When you generate a training plan that includes activities for which no estimated hourly amount is defined, the system can use this value to determine the forecasted cost for the activity. You can override this value at the catalog item and delivery method levels.
Hourly Cost	This field pertains to training plan budget reports. Enter the estimated hourly cost, per learner, of delivering an activity. When you generate a training plan, the system can use this value to determine the forecasted cost for an activity based on the hours defined for each of the activity’s components on the Recommended Duration page. You can override this value at the delivery method level.

Enrollment Defaults

Learning Period	Enter the number of days after the enrollment date learners have to complete an activity. The system uses the value you enter here as a default value on the Delivery Method page.
Warning Period	Enter the number of days before the end of the learning period that you want the system to send an email notification to the learner expressing that the learning period is about to expire. The system uses the value you enter here as a default value on the Delivery Method page.
Overbook	Enter the percentage above the maximum enrollment value for which you will allow enrollment. The overbook value, multiplied by the maximum enrollment number, is the total number of enrollments that the system accepts before the waitlist status is assigned to a learner who tries to enroll in an activity. The system uses the value that you enter here as a default on the Activity Details page.
Enable Waitlist	Select if you want the system to accept waitlisted learners for an activity when the maximum enrollment number has been reached. If overbooking is permitted, the system does not waitlist learners until the overbook percentage is reached. The system uses your selection as a default value on the Delivery Method page.
Min Enroll Days (minimum enrollment days)	Enter the number of days before an activity start date that you want the minimum enrollment notification sent to the enrollment administrator and activity owner to alert them that the minimum enrollment has not been reached. A scheduled PeopleSoft Application Engine process (LM_ACT_MINEN) performs this notification. This notification gives the activity administrator and owner the opportunity to cancel a specific activity due to low enrollment. The system uses the value that you enter here as a default on the Activity Details page. See Understanding Activity Notifications.
Enforce Prerequisites	Select if you want the enrollment process to obey required activity and program prerequisites. Clear this check box to waive the prerequisites for all learners. Even if this check box is selected, the learning administrator can still waive prerequisites for individual learners. The system uses your selection as a default value on the Activity Details page.
Launchable from History	Select if you want the links associated with web-based, test, or survey learning components to be launchable from the learner's All Learning page after the activity achieves a completion status of Completed or Not Completed. You can override this value at the delivery method and activity levels. Note. You must select this check box if you select Allow Completion from History.
Allow Completion from History	Select if you want learners to be able to complete learning activities that have web-based, test, or survey learning components after the activity achieves a completion status of Completed or Not Completed. For example, if a learner does not pass or complete an activity the first time through he or she can return later to try to complete it from the All Learning page. If the Launchable from History check box is selected and this check box is cleared, then learners can launch the content but their progress will not be updated and no changes will be made to the learning activity's completion or passing status. You can override this value at the delivery method and activity levels. Note. If you select this check box, be sure to also select the Launchable from History check box.
Last Enroll (last enrollment)	Enter the number of days Before the Start Date or After the Start Date to indicate the last day enrollment is permitted. This is useful, for instance, when you want to close enrollment to accommodate the ordering of materials for the activity. The system uses the value that you enter here as a default on the Activity Details page. Alternatively, you can select the Last Enroll Date = Start Date check box.
Last Enroll Date = Start Date	Select if you want the last day learners can enroll in an activity to equal the activity start date. The system uses the value that you enter here as a default on the Activity Details page.
Last Drop	Enter the number of days Before the Start Date or After the Enrollment Date that a learner can drop the activity without paying the drop fee. Alternatively, you can select the Last Drop Date = Start Date check box. The system uses the value that you enter here as a default on the Activity Details page.
Last Drop Date = Start Date	Select if you want the last day learners can drop an activity without having to pay a drop fee to equal the activity start date. The system uses the value that you enter here as a default on the Activity Details page.
Waitlist Threshold	Enter the number of waitlisted learners that will cause a notification to be generated to the administrator. (You must run the waitlist threshold process (LM_WLT_TRHLD) to produce the notifications.)
Enable Learning Request	Select to enable users to enter learning requests for catalog items that are associated with this learning environment. You can override this value at the catalog item level.
Learning Request Threshold	Enter the number of learning requests for a specific catalog item that will cause a notification to be generated to the administrator. (You must run the learning requests threshold process (LM_LRQ_TRHLD_NOTIF) to produce the notifications.) See Generating Notifications for Learning Requests.
Allow Concurrent Enrollment	If selected and the enforce prerequisites feature is activated for an activity, learners who do not meet an activity's required prerequisites at the time of enrollment can proceed with the enrollment process, provided they are currently enrolled in the prerequisites.
Default Requestor	Select this field to prevent the Select Requester page from displaying when an administrator uses the group or mass enrollment feature. The system assumes that the adminstrator is the requester.

Program Defaults

Allow Nested Programs	Select to enable the inclusion of programs within other programs.
Allow Cascading Expirations	Select to enable administrators to define different expiration rules for each section of a certification program. If this check box is cleared, administrators can only define one set of expiration rules for the entire program.
Require eSignature on Updates	Select to enable administrators to activate the eSignature sign-off feature for a program. When the eSignature feature is activated, administrators must enter their password when manually updating a learner's status.

Display Reason Codes

You can enable administrators to select a reason code when they make certain updates to a learner's certification status through the program roster. Identify the statuses for which administrators can select a reason code. Values are Completed, Denied, Dropped, Expired, In Progress, Not Completed, Pending Approval, Pending Payment, Planned, Registered, Reissue, Revoked, Waived, and Warning.

Country Specific Defaults

(FRA) Enable French Features

Select to display French-related fields on the pages that are associated with this learning environment.

See (FRA) Managing French Regulatory Requirements.

Setting the Current Learning Environment

This section describes how an administrator with multiple learning environments selects the current learning environment.

See Also

Defining Learning Environments

Page Used to Set the Default Learning Environment

Page Name	Object Name	Navigation	Usage
Set Learning Environment	LM_ADMIN	Enterprise Learning, Set Learning Environment, Set Learning Environment	Select the administrator's current learning environment.

Setting the Current Learning Environment

Access the Set Learning Environment page.

Use the Current Learning Environment field to select the learning environment that you want to work in. You can select from any learning environment that has been assigned to you through the Learning Environment - Basic Data page. Your current learning environment controls which parts of the catalog you can access, the default values that are displayed when you add learning to the catalog, and other features.

Building Learner Groups

This section provides an overview of learner group setup, and discusses how to:

Maintain learner group queries.
Search for learner groups.
Define learner groups.
Define criteria for learner groups.
Review learner groups usage.

Understanding Learner Group Setup

An overview of the procedures for defining criteria-based learner group and query-based learner groups follows, along procedures for modifying and deleting learner groups.

Defining a Criteria-Based Learner Group

To define a criteria-based learner group:

Access the Maintain Learner Groups page.
Click the link to Add Criteria Based Learner Group.
On the Learner Group page, enter a learner group name and short description, and associate the learner group with a learning environment, owner, and status.

Also indicate if you want the system to automatically maintain group membership.
On the Group Criteria page, enter the types of criteria that you want to use to build your learner group.

Criteria types are delivered; do not edit or delete the delivered criteria.
Specify the value for each criteria type.
Click the Populate Learner Group button to build the learner group.

Note. To achieve optimal performance when creating learner groups that may contain 1000 or more learners, it is recommended that you use the Populate Learner Group component to run a process to build the group (rather than clicking the Populate Learner Groups button). If you choose this option, save the learner group criteria before closing the page.

See Populating Learner Groups Through Batch Processing.
Review the selected members in the Group Members group box.

Creating a Query-Based Learner Group

To create a query-based learner group:

Access the Maintain Learner Groups page.
Click the link to Add Query Based Learner Group.
On the Learner Group page, enter a learner group name and short description, and associate the learner group with a learning environment, owner, and status.

Also indicate if you want the system to automatically maintain group membership. Enter the refresh period, if applicable.
On the Group Criteria page, select the query to use to find the group members.
Click the Populate Learner Group button.

If the query requires prompt values (for a particular department ID or job code, for example) the system displays a page where you can enter those values. The values are saved so that you can update the learner group through a batch process later on.

Note. To achieve optimal performance when creating learner groups that may contain 1000 or more learners, and that do not require prompt values, it is recommended that you use the Populate Learner Group component to run a process to build the group (rather than clicking the Populate Learner Groups button). If you choose this option, save the learner group criteria before closing the page.

See Populating Learner Groups Through Batch Processing.
Review the selected members in the Group Members group box.

Modifying and Deleting Learner Groups

To modify or delete an existing learner group:

Access the Maintain Learner Groups page.
Enter the search criteria and click Search.
To modify a group, click the group name to access the Learner Group component for that group.
To delete a group, select the check box for the group and click the Delete button.

You can only delete groups that are not in use.

Pages Used to Build Learner Groups

Page Name	Object Name	Navigation	Usage
Maintain Learner Group Queries	LM_LG_QUERY	Enterprise Learning, Learner Groups, Maintain Queries, Maintain Learner Group Queries	Associate learner group query technical names with user-friendly names.
Maintain Learner Groups	LM_LG_SEARCH	Enterprise Learning, Learner Groups, Maintain Learner Groups, Maintain Learner Groups	Search for or define new learner groups.
Learner Group	LM_LRNR_GROUPS	Click the Add Criteria Based Learner Group link or the Add Query Based Learner Group link on the Maintain Learner Groups page.	Define learner group data by associating the learner group with a learning environment and owner.
Group Criteria	LM_LRNR_CRIT	Click the Add Criteria Based Learner Group link or the Add Query Based Learner Group link on the Maintain Learner Groups page.	Select the criteria or query for your learner group and build the group.
Category Usage	LM_CATG_LG_USAGE	Click the Add Criteria Based Learner Group link or the Add Query Based Learner Group link on the Maintain Learner Groups page.	Review the categories for which this learner group is used.
Catalog Item Usage	LM_CI_LG_USAGE	Click the Add Criteria Based Learner Group link or the Add Query Based Learner Group link on the Maintain Learner Groups page.	Review the catalog items for which this learner group is used.
Activity Usage	LM_ACT_LG_USAGE	Click the Add Criteria Based Learner Group link or the Add Query Based Learner Group link on the Maintain Learner Groups page.	Review the activities for which this learner group is used.
Program Usage	LM_PROG_LG_USAGE	Click the Add Criteria Based Learner Group link or the Add Query Based Learner Group link on the Maintain Learner Groups page.	Review the programs for which this learner group is used.
Supplemental Learning Usage	LM_ADHC_LG_USAGE	Click the Add Criteria Based Learner Group link or the Add Query Based Learner Group link on the Maintain Learner Groups page.	Review the supplemental learning types for which this learner group is used.

Maintaining Learner Group Queries

Access the Maintain Learner Group Queries page.

Enterprise Learning Management delivers many predefined queries, each beginning with the prefix LM_. To use any of these queries, be sure they appear on the Maintain Learner Group Queries page. You can also add your own user-defined queries here.

You can associate the technical query name with a friendlier description. The description appears in the list of queries from which users can select on the Group Criteria page when defining a learner group.

Searching for Learner Groups

Access the Maintain Learner Groups page.

Search for Learner Groups

Specify search criteria to find learner groups.

In Use	Select Yes to find learner groups that are associated with a category, catalog item, activity, program, or supplemental learning type.
Group Type	Choose from Automatically Maintained or Manually Maintained.
Add Criteria Based Learner Group	Click to create a new learner group with group members based on specified criteria, such as department or job code.
Add Query Based Learner Group	Click to create a new learner group with group members based on a query.
Delete	You can delete groups that are not currently marked as In Use by selecting the group and clicking this button.

Defining Learner Groups

Access the Learner Group page.

Learner Group ID

Automatically generated by the system.

Learning Environment ID

Select the learning environment to associate with the learner group.

Owner

The Owner field is for documentation purposes only. This field has no code attached to it.

Group Status

Select Inactive while developing a new learner group or for groups no longer in use. Select Active when the group is ready for use.

Automatically Maintain Membership

If selected, group membership will be updated automatically whenever you run the Build Learner Group process (LM_LRNRGR_AE), and you will be unable to manually add or delete members.

If the check box is cleared and you manually add a learner before saving the definition, the check box becomes unavailable and the group becomes a manually maintained group.

Note. You cannot change this selection after you save the learner group.

Refresh Period

This field applies only to query-based learner groups and appears when you select the Automatically Maintain Membership check box. Enter the refresh frequency for group membership. Enter a numeric value in the first field; select Days, Hours, or Minutes in the second field. After you save the learner group definition, use the Populate Learner Group component to schedule the process to run at the same frequency defined here.

Defining Criteria for Learner Groups

Access the Group Criteria page.

Note. Fields that appear on the Group Criteria page vary depending on whether you are defining a criteria-based learner group or a query-based learner group.

Learner Group Criteria

This group box appears for criteria-based learner groups only.

( ) (left parenthesis, right parenthesis)	Use parentheses to define complex relationships between the criteria. How you group criteria can affect the search results.
Criteria Type	Select the type of criteria: Business Unit Customer Department Department Hierarchy Select to signify that learners in all departments that are subordinate to the selected department are to be included in the learner group. To use this feature, you must import the department tree hierarchy into Enterprise Learning Management from Human Resources. Job Code Note. You cannot define a criteria-based learner group where membership depends on multiple jobs (learners who hold both Job A and Job B, for example). When multiple jobs is a criterion for membership, create a separate learner group for each job and combine the groups when defining catalog security. An alternative is to create a query-based learner group. Learner Learning Environment Region See Understanding Person and Organization EIPs.
Operation	Select from the following: < Less than. <= Less than or equal to. <> Not equal to. = Equal to. > Greater than. >= Greater than or equal to.
Criteria Value	Indicate the value to be compared.
AND/OR	Use these to define the relationships between the criteria. For example, you may want to include in the learner groups all members of the Australian Business Unit who are in the Human Resources or Finance Departments. Your criteria would look something like Business Unit = AUS01 AND (Department = 1 OR Department = 4).
Populate Learner Group	To generate a list of members based on the selected criteria you can either click this button or run the Populate Learner Group process. If you are defining a group with a large membership, it may be more efficient to use the batch Populate Learner Group process. For a large, manually-maintained learner group, consider using the batch process to initially populate the group and then returning to this page to add and remove members, as needed. Note. When a learner group is manually-maintained and you click this button after adding or removing members, the manual changes that you made will be lost. See Populating Learner Groups Through Batch Processing.

Select Query

This group box appears for query-based learner groups only.

Select a query to run

Choose the query to use to generate the group members.

Populate Learner Group

If the query depends on manually-entered values, click to display a page where you can enter the query criteria. After you enter the criteria and click OK, the system displays the list of members on the Group Criteria page. (You cannot use the batch Populate Learner Group process to initially populate the learner group in this case.)

If the query does not depend on manually-entered values, you can click this button to generate a list of members or run the Populate Learner Group process. If you are defining a group with a large membership, it may be more efficient to use the batch process.

Group Members

Learners who meet the selection criteria are listed here. You can use the Search for Learners field to search for a selected group member.

Click a name to view the User Profile for that user. If Automatically Maintain Membership is not selected on the Learner Group page, you can manually add and delete group members.

Click the Process to Mass Enrollment link to begin the enrollment process for the learner group.

Reviewing Learner Group Usage

Access the Category Usage, Catalog Item Usage, Activity Usage, Program Usage, or Supplemental Usage pages.

Each of the Usage pages shows where the learner group is used for security.

Populating Learner Groups Through Batch Processing

This section lists prerequisites and discusses how to populate learner groups through batch processing.

When you create a learner group, you have two options for populating the group: you can click the Populate Learner Group button on the Group Criteria page or you can run the Build Learner Group process (LM_LRNRGR_AE). If you have created automatically-maintained learner groups, you should schedule this process to run nightly or at some other regular interval.

When you run the process for all scheduled groups, the system updates all automatically-maintained, query-based learner groups that are due for a rebuild based on their defined run recurrence. It also refreshes any automatically-maintained, criteria-based learner groups that are affected by changes that have been made to learner or department profiles.

After you populate a learner group, you can view the members through the Maintain Learner Groups component.

Prerequisite

Before you can populate learner groups through batch processing, you must define a learner group through the Learner Group component.

See Building Learner Groups.

Page Used to Populate Learner Groups Through Batch Processing

Page Name	Object Name	Navigation	Usage
Populate Learner Group	LM_LRNRGRP_RUNCNTL	Enterprise Learning, Learner Groups, Populate Learner Groups, Populate Learner Group	Build learner groups by running the Build Learner Group process (LM_LRNRGR_AE).

Populating Learner Groups

Access the Populate Learner Group page.

Run Scheduled Learner Groups

Select to rebuild all automatically-maintained learner groups—criteria-based and query-based—that require a refresh. When you run the process, the system looks for all query-based learner groups that are scheduled for a rebuild as well as any criteria-based groups for which person or department data has changed since last running the process. It is likely that you will set up this process to run on a nightly batch process.

Learner Group ID

You can use this feature to refresh membership in a manually-maintained or automatically-maintained learner group.

Note. If refreshing membership in a manually-maintained learner group, any members that you manually added or removed from the group will be overwritten.

Learner Group ID	Automatically generated by the system.
Learning Environment ID	Select the learning environment to associate with the learner group.
Owner	The Owner field is for documentation purposes only. This field has no code attached to it.
Group Status	Select Inactive while developing a new learner group or for groups no longer in use. Select Active when the group is ready for use.
Automatically Maintain Membership	If selected, group membership will be updated automatically whenever you run the Build Learner Group process (LM_LRNRGR_AE), and you will be unable to manually add or delete members. If the check box is cleared and you manually add a learner before saving the definition, the check box becomes unavailable and the group becomes a manually maintained group. Note. You cannot change this selection after you save the learner group.
Refresh Period	This field applies only to query-based learner groups and appears when you select the Automatically Maintain Membership check box. Enter the refresh frequency for group membership. Enter a numeric value in the first field; select Days, Hours, or Minutes in the second field. After you save the learner group definition, use the Populate Learner Group component to schedule the process to run at the same frequency defined here.