Assigning training based on job role or department
BlueDocs empowers organizations to streamline training delivery through its automated assignment flows—a feature that enables administrators to assign documents and training modules based on a user's job title or department. This approach removes manual overhead and ensures employees consistently receive relevant, role-specific training at the right time, especially during onboarding or when roles change.
🔍 What Are Assignment Flows?
Assignment flows in BlueDocs are automation rules that trigger when certain user profile conditions are met. These flows can be configured to automatically assign training documents, SOPs, knowledge base articles, or pages when a user has a specific job title.
Each assignment flow includes:
- Triggers: What initiates the assignment (currently supports job title)
- Actions: What happens when the trigger condition is met (e.g., assign documents)
- Status: Active or inactive indicator
⚙️ Setting Up Automated Training Assignment
Step 1: Access the Assignment Flows Interface
- Navigate to Settings from the main menu
- Click Assignment Flows in the sidebar
- You’ll see a list of existing flows or an option to create a new one
🔐 Note: Only users with administrative permissions can create or edit assignment flows.
Step 2: Create a New Flow
- Click "Create New Flow"
- Fill in:
- Flow Name (e.g., “Sales Onboarding Training”)
- Description (optional but helpful for clarity)
- Active Status toggle (on/off)
- Click Create Flow to continue
Step 3: Define Job Title Triggers
- Click "Add Trigger" within the flow
- Choose:
- Trigger Type: Currently limited to "Job Title"
- Job Title Value: Enter the value (e.g., “Marketing Manager”)
- Match Type:
- Exact Match: Only assigns when job title is an exact match
- Contains: Assigns when the job title includes the value
- Case Sensitive toggle
- Click "Add Trigger"
Examples:
"Sales Manager"
with Exact Match"Engineer"
with Contains Match (captures “Software Engineer”, “DevOps Engineer”, etc.)
Step 4: Add Assignment Actions
- Click "Add Action"
- Choose:
- Assign Documents – select one or more training documents
- Assign Page – assign a full training page or module
- Add the relevant materials from your document library
- Repeat for multiple documents if needed
💡 Pro Tip: Use clear naming conventions and organized folders to make documents easy to find during flow configuration.
🧠 Advanced Configuration Options
Multiple Triggers in One Flow
You can include multiple triggers in a single flow to support more complex assignment logic. For example:
- Add
"Software Engineer"
,"Frontend Developer"
, and"Backend Engineer"
as triggers in one engineering flow.
Role-Based Training Paths by Department
Create department-level flows by grouping job titles logically:
Example: Marketing Flow
- Triggers: “Marketing Manager”, “Marketing Associate”
- Assigned Documents:
- Brand Guidelines (Knowledge Base)
- Marketing Workflows (SOP)
- Customer Persona Training (Training)
- Compliance Basics (Policy)
Example: Engineering Flow
- Triggers: Job titles containing “Engineer” or “Developer”
- Assigned Documents:
- Code Standards (Knowledge Base)
- CI/CD Process (SOP)
- Secure Coding Training (Training)
- Data Protection Policy (Policy)
🛠 Managing Assignment Flows
Editing Existing Flows
- Click the Edit button next to any flow
- Modify the flow name, status, or description
- Add or remove triggers and actions
Managing Triggers
- Add: Click "Add Trigger"
- Edit: Click the ✏️ icon next to an existing trigger
- Delete: Click the 🗑️ icon to remove a trigger
Managing Assignments
- Add Documents: Use "Add Document"
- Remove Documents: Click the 🗑️ icon next to an item
- View Current Assignments: Each flow lists what documents will be assigned
Activating or Deactivating Flows
- Use the toggle switch to activate or pause any flow
🔄 When Assignments Are Triggered
Assignment flows are activated when:
- New Users join and complete their profiles with job titles
- Existing Users update their job title field
- Admins manually re-trigger flow assignments
📝 Ensure user profiles include a properly formatted job title for flow logic to work as expected.
📊 Monitoring Training Assignment Effectiveness
Use analytics and reports to evaluate how well your assignment flows are working:
What You Can Track
- Assignment Completion Rates
- Flow Activation Rates (how often flows trigger)
- Time to Completion
- Department-Level Training Coverage
Tools
- Dashboard: For real-time assignment stats
- Assignment Management: View all generated assignments
- Analytics → User Activity: Detailed logs of assignment history
✅ Best Practices
Designing Flows
- Start Simple: Begin with one or two key job titles
- Use Clear Naming: Titles like “Sales Onboarding Training Flow” help with maintenance
- Test Before Scaling: Use test accounts or simulate job titles to verify functionality
Standardizing Job Titles
- Create Guidelines: Define how job titles should be formatted
- Avoid Typos and Inconsistencies: Flow triggers are sensitive to input values
- Conduct Periodic Audits: Clean up inconsistencies in user job titles
Organizing Training Content
- Use Categories and Folders for discoverability
- Keep training materials concise and role-relevant
- Review training every quarter to ensure it's still applicable
🛠 Troubleshooting
Problem | Possible Cause |
---|---|
Flows not triggering | Flow is inactive, job title mismatch, or user profile missing job title |
No documents assigned | Actions not configured, or no documents linked to flow |
Duplicate assignments | Overlapping triggers across flows |
Assignments missing | User joined before flow was created or content has been archived |
🚀 Future Enhancements
BlueDocs plans to expand assignment flows with:
- Department-based triggers
- Role/permission-based triggers
- Custom user field conditions
- Time-based triggers for staggered assignments
✅ Getting Started Checklist
- [ ] Review and standardize job titles across the organization
- [ ] Create or organize role-specific training content
- [ ] Create your first flow with one or two job title triggers
- [ ] Add relevant training documents to the flow
- [ ] Test with a sample user or profile
- [ ] Activate the flow and monitor results
- [ ] Iterate and expand flows to cover more teams
By leveraging assignment flows in BlueDocs, you eliminate the need for manual training allocation, ensuring employees are equipped with the knowledge they need from day one. Whether you're onboarding a marketing intern or training an entire IT department, automated role-based training ensures consistency, speed, and clarity across your organization.
Updated on: 02/06/2025
Thank you!