There are 3 ways to register users in programs
Manual Procedure: Manually registering users in the program
Conditions / Rules Procedure: By defining assignment rules in the program itself
User Upload: Via the user upload procedure (for System Administrators only)
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You can manually select users and add them to a program. To add or remove a user manually to/from a program:
Go to Site Administration > Programs
Click on the "Assign users" icon next to the program in question
Add or remove users by selecting them in one of the boxes and clicking on the Add or Remove button
Note that the change is effective immediately as there is no save button on this page.
IMPORTANT NOTE: If you add a user to a program using this manual procedure AND also set conditions / rules (as per the procedure that will be explained next in this article), the conditions / rules will not apply to this manually added user(s). In other words, if the program is meant for people with the role of "Nurses" and you manually add a "Physician", the Physician will remain in the program regardless of what the conditions say. Think of this as your ability to "override" the conditions. However, you can not manually remove a user that was added by a condition.
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To set or modify the assignment conditions for a program:
Go to Site Administration > Programs
Click on the "Assign users" icon next to the program in question
Click on the "Assignment rules" tab
Enable the "Automatically assign" and/or "Automatically unassign" checkboxes
As a general rule, these two checkboxes should always be enabled but there might be times when you want people to remain registered in a program even if they no longer meet the rules.
Select one of the options in the modal window:
User profile: This option allows you to set conditions based on a field define in a user's profile, such as their department or job function.
Cohort: This option allows you to set conditions based on a pre-existing cohort. You can learn more about cohort in the Adding a Cohort article.
Condition set: This option allows you to create a "set" of conditions, thereby combining different rules suing ALL and ANY conditions within one program.
Set the condition(s) in question by repeat step 5 until all of your conditions are specified.
Click on the "Save changes" button at the bottom of the page
IMPORTANT NOTE: When using conditions, it might take a few minutes for the users to be added or removed from the program. This is particularly true if you have a 10,000+ users in your system.
In the screenshot below, the system would automatically assign all users with the role of "Nurse" who work in the "ER" department.
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System Administrators can also manage program assignments by uploading CSV files to the system. Please see the "Uploading Users" documentation to learn more. Keep in mind that when a user is added using the "User upload" procedure, the "override" rules listed earlier still apply. In other words,the conditions / rules will not unassign a user from a program if they were added using the User Upload procedure.
Important Notes
When users are registered in programs, an email is automatically sent to them unless the "User is registered in the program" notification is disabled
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