There are 3 ways to register users in programs
Manual Procedure: Manually By manually registering users in the programConditions
/ Automation Rules Procedure: By defining assignment rules and conditions in the program itself
User Upload: Via the user upload procedure (for System Administrators only)
...
Go to Site Administration > Programs
Click on the "Assign usersEdit" icon next to the program in question
Go to the “Users” tab
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 manually add a user to a program using this manual procedure AND and also set conditions / up automation rules (as per the procedure that will be explained next in described in the next section of this article), the conditions / rules will not apply to this the manually added user(s). In other wordsFor example, if the program is meant intended for people users with the role of "Nurses" and you manually add a "Physician", the Physician will remain enrolled in the program regardless of what the conditions say. Think of this as your ability , even if they don’t meet the criteria defined by the automation rules. This can be seen as a way to "override" the conditions. However, you can not cannot manually remove a user that was added by a conditionwho was enrolled through an automation rule.
...
| Anchor | ||||
|---|---|---|---|---|
|
...
Automation Rules
...
Instead of Rather than manually selecting users, you can define condition on set up automation rules for a program. Once the conditions these rules are defined, users will be automatically be added and/to or removed from programs the program based on your rules (with the exceptions of "overrides" as per the "Important Note" the criteria you specify. However, users manually added as overrides (as explained in the "Manual Procedure" section of this article) . will not be affected by the automation rules.
To set or modify the assignment conditions for a program:
Go to Site Administration > Programs
Click on the "Assign usersEdit" icon next to the program in question
Click on the "Assignment Automation 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 conditionsautomation rules, 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" departmentdepartment of “ER” or “ACCU”.
...
| Anchor | ||||
|---|---|---|---|---|
|
...
When users are registered in programs, an email is automatically sent to them unless the "User is registered in the program" notification is disabled. This option can be found in the “Notifications” section of the “Configuration” tab in the program.