Use Assignments to Enhance Program Management

Andre Larsen
Andre Larsen
  • Updated

Create efficiencies by assigning users to join a Group or follow a person in a Workspace. Admins can use Assignments to automate the process of getting users to see the most applicable content. 

This article outlines how to use Assignments to tailor content for users, a significant aspect of a successful employee advocacy content strategy.

🔹 This is available on the Teams, Enterprise, and Unlimited plans.

🔸 This feature is accessible to Admin.

How Assignments work

Assignments are a great optimization tool that enhances user management and user experience.  Assignments are rules that assign users to join Groups and follow people, which allows Admins to immediately provide the most relevant content to users.

These can be applied during the onboarding phase or on an ongoing basis, and they are only applied once criteria is met. Assignments are only additive and can not remove users from Groups or stop users from following people.

🔸 How are Assignments different from Segments? Segments are creating an audience while Assignments are creating a rule.

Create Assignments

Get started by creating Assignments for your team.

  1. Go to Admin > Settings.
  2. Select Assignments > New Assignment.
  3. Title the Assignment.
    We recommend keeping the title specific to an Assignments use case.
assignments process create new.gif

Define user criteria

Next, specify who the Assignment should apply to.

  1. Check Department & Location or All Users.
    🔹 Don't see the Department or Location you want? Here are the steps to add Departments and Locations.
  2. Select Who receives the Assignment. You can choose one of three options.
    1. Apply to current users (one-time): This assigns rules to current users at the time the Assignment is enabled. 
    2. Apply to new signups (ongoing): This assigns rules to only new users from the time the Assignment is enabled until it is disabled.
    3. Apply to current users and new signups (ongoing for all users): This will apply changes to existing users and new users on an ongoing basis.

defining users in assignments.gif

In this example, we are creating an Assignment for new people in the Engineering Department.

Define follow criteria

Last, select the Groups to join and people to follow on a required or suggested basis.

  • Required means users will join the Group or follow the selected individuals immediately.
  • Suggested means users can see private Groups and individuals show up first on the suggested follow list.

defining user assignments for following groups and people.gif

In this example, we are following the Group "Engineering Rocks" and suggesting the private Group "Engineering Watercooler." Priyanka is an active QA Engineer that we want all Engineers to follow.

🔹 Learn more about how to add Groups and invite people.

Manage Assignments

Admins can edit, enable, or disable Assignments by following these steps.

  1. Go to Admin > Settings > Assignments.
  2. Choose Enabled or Disabled on the top menu to view Assignments in a specific state.
    By default, you'll see Enabled Assignments when you first arrive on the Assignments page.

Hover over an Assignment and you'll have the option to take one of four actions.

  • Delete: Permanently delete the Assignment. This is not recoverable.
  • Edit: Open the Assignment to edit the title, user criteria, and follow criteria.
  • Enable: Enable to assign users rules based on the Assignment's criteria. 
  • Disable: Disable to stop assigning users rules based on the Assignment's criteria.

manage assignments process admin settings.gif


Can I edit an Assignment and add a new Group to assign all users to follow it?

Yes! Things change. Sometimes previous team members aren’t automatically added to Groups and you need this for Content Emails, Leaderboards, etc. Simply edit an existing Assignment, add that Group, and then everyone will follow that Group.

Can I use an Assignment to stop users from following a Group or person?

Assignments are additive by nature and don't remove anything. If you'd like to remove users from following a Group or person, consider having a Group's Moderator remove them. You can also delete a Group, if it makes sense to do so.

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