Skip to content
  • There are no suggestions because the search field is empty.

Assigning a Course to a SubOrg and auto-enrollment

Assign courses to SubOrgs so matching users are enrolled automatically, and control catalog visibility.

You can assign courses to  SubOrgs, just as you can assign curriculums to  SubOrgs. This ensures that students registered into the  SubOrg are automatically registered for the course. For example, you can assign all users in the ACCTG SubOrg to the Accounting_Adv course. All new users that are added and defined in that sub-org automatically become enrolled, and the course displays in their course list.

Before you begin

  • SubOrg values must first be defined for the organization. See Setting SubOrg values.
  • The managed property AutoEnrollAssignCourses must be set to Yes for Allow Auto Enrollment to function. If it is set to No, the course still shows in the user's catalog, but the users are NOT auto-enrolled in the course. (The Scenarios section below refers to this property as AutoEnrollAssignedCourses.) For more information about setting properties, see System properties reference.

How auto-enrollment works

  • Users currently in the system are automatically enrolled in the course if their SubOrg values match the values selected on the assignment rule. In addition, a new user that is loaded into CourseMill with matching SubOrg values is also enrolled in this curriculum as soon as they log in.
  • If you have the Enrolled in the Course notification turned on, both current and future users who match receive the email notification that they have been enrolled in the course. For more information about notifications, see How notifications work.
  • If you no longer want an assignment rule to exist, delete it by clicking the delete icon. The students who were previously enrolled in this course, based on the rule that you just deleted, are un-enrolled in the nightly batch maintenance run if the managed property UnenrollIfNotAssigned is turned on. The only time they are not un-enrolled is if they have started the course already.
  • If a user's profile changes and the user no longer has a SubOrg value matching an assignment rule, the user is un-enrolled from the course when the nightly database maintenance runs and the managed property UnenrollIfNotAssigned is turned on. Again, they are NOT unenrolled if they have started the curriculum already.
  • If you have assignment rules set up, but have not checked the Allow Auto Enrollment for Matching SubOrgs checkbox on the course details screen, the course only shows in the user's catalog (for those users matching the assigned SubOrgs), but the users are NOT auto-enrolled in the course.

Assign a course to a SubOrg

  1. Click the Curriculums/Courses side tab and click Manage Courses. Manage Courses opens.
  2. Use the fields in the search window above the results table to filter the list of courses. Use the fields as follows:
    • Org ID – Org ID under which the course is registered.
    • Course ID – Enter any combination of letters and numbers to search for any courses that contain that combination in the Course ID.
    • Title – Enter any combination of letters and numbers to search for any courses that contain that combination in the title.
    • Description – Enter any combination of letters and numbers to search for any courses that contain that combination in the description.
    • Course Type – Use the list to select the type upon which to search.
    • Include Inactive – Enable this check box to include inactive courses in the results.
  3. Select the course ID of the course that you want to assign to a sub-org and click Assign Course. Alternatively, you can right-click the course ID and select Assign Course. The Assign Course window opens.
  4. In the Assign Course window, use the SubOrg drop-down lists to configure the assignment. To select more than one SubOrg, click Select Multiple and use the Select SubOrgs window to select the appropriate sub-orgs while holding down the Ctrl key. When you are finished selecting multiple SubOrgs, click Select and then Return Selected items.
  5. Click Add.

The course assignment is added to the table. To remove an assignment, select the assignment that you want to remove and click the Delete icon or Delete.

Auto-enrollment scenarios

These scenarios assume you have turned ON the managed property AutoEnrollAssignedCourses and you have set up a rule in the Assign Course area. Three important settings come into play when auto-enrolling courses. The managed property settings are site-wide, so they affect all orgs and can only be turned on or off by your global administrator.

  • Auto enroll users in a particular SubOrg and do not show the course in the catalog for viewing – Course Self-Register checkbox: OFF. Auto Enrollment for Matching SubOrgs checkbox: YES. Managed property IgnoreSubOrgRestrictionsForCoursesInCatalog: NO.
  • Auto enroll users in a particular SubOrg, but also allow anyone else to see the course in their catalog and enroll if they want – Course Self-Register checkbox: ON. Auto Enrollment for Matching SubOrgs checkbox: YES. Managed property IgnoreSubOrgRestrictionsForCoursesInCatalog: YES.
  • Show the course in the catalog only to a particular set of users, but allow them to enroll themselves – Course Self-Register checkbox: ON. Auto Enrollment for Matching SubOrgs checkbox: NO. Managed property IgnoreSubOrgRestrictionsForCoursesInCatalog: NO.

Note: Auto enrollment does not occur if a course is inactive.

Related articles