2392503 - Assignment Profile Execute Changes vs Update Users and Assignments

Customer would like to know the difference between Assignment Profile 'Execute Changes' and 'Update Users and Assignments'.

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SAP SuccessFactors Learning

1. Go to Learning Administration -> Manage User Learning -> Assignment Profiles  -> click Add New.

• You now have a blank assignment profile record.

2. Click Rules tab.

• The rules are like a WHERE clause of a SQL statement that selects users. For example, you can create an assignment profile that selects users where the users' city equals New York or Tokyo, and where their start date was after the first of the year.

3. Under Add Security Domains, search and add security domains to the rules as necessary.

• An assignment profile must have at least one domain rule in its set of rules. Users who match the domain are included in the pool of users created by the assignment profile.

4. Under Setup Rules, click Add Rule to add a new rule that is connected by AND to the other rules in the assignment profile.

• When rules are connected by an AND, both rules must be true for a user record to be included.

5. To join groups of rules with an OR connection, click Create Group.

• When groups are connected by an OR, a user record must match either the first group of rules or the second group of rules.

6. Once you setup and save necessary rules, to preview the users in the pool created by the assignment profile, under Action -> click Download Existing Users.

• Execute Changes (formerly known as Propagation)
  

When you modify the rules of an assignment profile, you save the changes those rules so that SAP SuccessFactors Learning knows that it has a new way of grouping users in this assignment profile. For example, if you originally had an assignment profile that pooled all users with a job code (101), and then you returned and added a rule that said users with another job code (202) should also be in the pool, you modify the assignment profile's rules so that SAP SuccessFactors Learning knows to pool users with job code (101) and now also users in (202).

So we update users and assignments of these rules to make them stand and once done all users who fall under these rules will be picked as target population along with changes in the assignments to be done.

Following the steps, Actions -> Execute Changes, attaches the users who are captured by the rules (the pool of users) with the assignments (catalogs, curricula, and so on) in the assignment profile.

• Update Users and Assignments (formerly known as Synchronization)

Update Users and Assignments, is often used to check for changes in the user records and adjust the target population of assignment profile as per these changes. So if we return to the above example of the assignment profile that has already executed changes, the users have job codes (101) and (102) have been assigned training. Some of the users that were assigned this training through the assignment profile that had job code (101) have been changed to a new department and have job code (303). As the rules have not changed, the users that changed job code no longer meet the rules and should not be part of this assignment profile target population which is where Update Users and Assignments is used. Update Users and Assignments will go and check for these changes in the user records and adjust the target population of assignment profile as per these changes.

After the Update Users and Assignments is ran, it will remove the users that that changed job code from the target population along with unassigning any training that has not been completed. Any users that now fit the rules criteria from the last time the assignment profile was updated will then be included and assigned the training.

Please also note that this Update Users and Assignments can be conducted manually (at Assignment profile level) or scheduled from Automatic Process. It is best practice to use the Automatic Process that best fits your business needs. The most common schedule is to run it daily after the Connector has updated the user data.

Access the Administration guide to read more on Assignment Profiles, Assigning Training in Bulk, and Assigning to User Directly

• Assignment profile level

                       Actions -> Update Users and Assignments.

• Automatic Process level

                       Learning Administration -> System Administration -> Automatic Processes -> Assignment Profile Execute Updates.

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