Configuring Dynamic Enrollment

The Dynamic Enrollment feature allows Vault Training to automatically assign Learner Roles to a Person, based on structured data available on the Person and Learner Role records. You can select matching fields between Person and Learner Role (such as Department) to drive Learner Role assignment. Additionally, if Person metadata changes, this feature also automatically removes Learner Roles and assigns any newly appropriate Learner Roles.

For example, if a Person has a Department value of Quality Assurance, Vault Training would automatically give them the Learner Role: Quality Assurance Core. If that Person then switches to a new department, Validation, then Vault Training would remove the Quality Assurance Core Learner Role and may assign a new Validation Executor Core Learner Role, depending on Person’s new Department.

Setup Overview

Complete the following steps to start using Dynamic Enrollment in your training matrix:

  • Activate the Dynamic Enrollment Evaluation job.
  • Activate the Learner Role-Person object type (learner_role_person__v) within the Learner Role-Person object.
  • Activate the Learner Role object type (learner_role__v) within the Learner Role object.
  • A Vault Admin must create Dynamic Enrollment Rules defining which fields to match between Person and Curriculum.
  • A Vault Admin must add the Allow Dynamic Enrollment? and Dynamic Enrollment Configuration fields to the Learner Role object page layout.
  • A Training Admin can enable matching by selecting the Allow Dynamic Enrollment? checkbox on a Learner Role record and selecting a Dynamic Enrollment Configuration to use.

Creating Dynamic Enrollment Rules

To create a Dynamic Enrollment Rule:

  1. Navigate to Admin > Configuration > Dynamic Enrollment Rules.
  2. Click Create.
  3. Fill in the required fields, including a Name and Label.
  4. In the Matching Type drop-down, select EXACT.
  5. Click Save.
  6. In the Dynamic Enrollment Matching Fields section, click Create.
  7. Fill in the required fields, including a Name and Label.
  8. In the Person Object field, select the Person object.
  9. In the Person Field box, fill in an object or picklist field name in the following format: Field.[name], for example, Field.department__c. Note: Dynamic Enrollment currently supports object and picklist field types only. Other types, including lookup fields, are not supported.
  10. In the Learner Role Object field, select the Learner Role object.
  11. In the Learner Role Field box, fill in an object or picklist field name in the following format: Field.[name], for example, Field.department__c.
  12. Click Save.

While you can have an unlimited number of fields per rule, the matching fields are evaluated with an AND operator. For example, if you configured matching fields for Title and Department, the Person record would need to match values in both of these fields with the Learner Role to be assigned. Dynamic Enrollment also considers null (blank) field values to be specific, rather than “any” values, and will match them with corresponding null field values on the other object. You cannot update a Dynamic Enrollment Rule if it is used on a Learner Role.

Adding Dynamic Enrollment to Learner Roles

A Training Admin can enable Dynamic Enrollment by selecting the Allow Dynamic Enrollment? checkbox on the applicable Learner Role, then selecting a value for Dynamic Enrollment. When the Dynamic Enrollment Evaluation Job runs, Vault checks for the defined matching fields and only assigns Learner Roles to the Learner to which the values correspond. Changing the Dynamic Enrollment Configuration value on a Learner Role record will cause warnings of its potential impact.

Dynamic Enrollment cannot be used with Learner Roles of object types Individual or Study.

Assign to All

You can select a Dynamic Enrollment Configuration of Assign to All to cause every Learner to be assigned this Learner Role. Up to 15 Learner Roles may have the Assign to All value at any given time.

Record Change Behavior

While Dynamic Enrollment’s basic behavior is outlined above, the Dynamic Enrollment Evaluation Job will additionally react to changes in Person or Learner Role records in the following ways:

  • Dynamic Enrollment will never remove a Learner Role from a Person if that association was created manually. It will only act on Learner Roles that were assigned through Dynamic Enrollment.
  • If a Person who previously matched a Learner Role no longer matches, due to changes in their matching field values, that Learner Role will automatically be removed. That Person will then be evaluated with their new value to see if they match other Learner Roles.
  • If data on a Learner Role’s matching fields changes, any Persons who no longer match will be removed and the Learner Role will be evaluated against all other Persons to find new matches.
  • Changing the Dynamic Enrollment Configuration value causes the Learner Role to be re-evaluated, and all current associations that were created based on the previous configuration are eligible for removal if they no longer result in matches.

The Dynamic Enrollment Evaluation Job will additionally react to the following less common changes:

  • If a Person is made Ineligible:
    • Learner Roles assigned via Dynamic Enrollment are not removed.
    • The Person is no longer evaluated for Dynamic Enrollment.
  • If a Person is made Eligible:
    • The Person’s existing Learner Roles are evaluated to make sure they’re still true. Any that no longer match are removed.
    • The Person is evaluated against all other Learner Roles to see if any new associations should be made.
  • If a Learner Role is Retired:
    • Learner Roles assigned via Dynamic Enrollment are not removed.
    • The Learner Role is no longer evaluated for Dynamic Enrollment.
  • If Allow Dynamic Enrollment? is deselected on a Learner Role:
    • Learner Roles assigned via Dynamic Enrollment are not removed. If you want these to be removed, use the Delete Dynamic Enrollment Person Joins user action.
    • The Learner Role is no longer evaluated for Dynamic Enrollment.
  • If a Person record is updated such that matching fields no longer apply, or eligibility is changed from Ineligible to Eligible:
    • Retired Learner Roles assigned via Dynamic Enrollment are removed.
    • Learner Role records where Allow Dynamic Enrollment? is deselected are not removed.

Removing Learner Roles Assigned via Dynamic Enrollment

By default, Learner Roles assigned to Person through Dynamic Enrollment cannot be manually removed. However, the Delete Dynamic Enrollment Person Joins user action is configurable in the Learner Role Lifecycle. If you need to remove Learner Roles from Persons which has been assigned via Dynamic Enrollment, you can only do so via this action. This removes all auto-created associations for the Learner Role and cannot target a specific Learner.