Distribution - Automation of Recurring Training and Onboarding Rules – Sponge Support

Introduction

Spark Distribution Rules allow Compliance Managers to create automatic training distributions based on pre-defined criteria. Instead of manually distributing training, rules ensure training is allocated at the right time to the right people, with minimal effort. Spark has two types of automated training distribution.

Rule Type	Description
Schedule	Used for automating Recurring Training. For example, Compliance training is set to reassign every 12 months to ensure certifications remain valid.
Onboarding	Assign Training at Key Employee Milestones. For example: A new hire is automatically assigned cybersecurity training one week after their start date.

Availability of functionality
Creating Schedule rules
Creating Onboarding rules
Manager notifications for rules
Sending times for rules

Availability

The permissions to add and manage Spark distribution rules is limited to managers with the following advanced permissions:

To configure Distribution rules, follow the steps below:

Select the 'Activity' tab from the navigation bar at the top of your dashboard.

Select ‘Distribution Rules' from the drop-down menu.

Steps to create 'Schedule' type distribution rules

Configuration of Distribution rules is done using a step-by-step wizard to help build the rule logic.

Step 1 - Define the rule

Click the 'Create distribution rule' button to define the automation rules.

Give the rule a name to clearly identify its purpose.
Choose the Rule type (this example is for a 'Schedule' type rule)
- Schedule - used for automating Recurring Training. For example, Compliance training is set to reassign every 12 months to ensure certifications remain valid.
Add Tags to help identify and select the rule. (See further instructions on 'Adding tags').
Choose whether the rule is enabled. If the rule is not enabled, no training will be distributed by the rule.

After configuring the initial setup step, click 'Continue' to proceed through the rule wizard.

Step 2 - Configure the distribution rule

In this step, configure the training recurrence to define when training should be distributed and how frequently it should be re-issued.

Choose a numerical Interval value to define how often the recurrence will run.
Choose the Interval unit to define the schedule units (days, weeks, or months).
- The combination of the above two values in the example below shows that training will be scheduled to be distributed every 12 weeks.
Choose Schedule from and Schedule to dates to define when the training distribution should begin and end.
- Leave Schedule to as dd/mm/yyyy if no end date is desired.

After configuring the frequency, click 'Continue' to proceed to the next rule wizard step.

Step 3 - Select the users

In this step, choose which groups of users this rule should apply to. Multiple combinations of filters can be added at this stage to accurately identify specific users.

Options for selecting users

Users in organisational units - use the organisational unit choice pop-up to select users from specific areas of an organisation.

Use the +Add filter button to further define the selection criteria. The following filters may be applied:

Type of user - choose one or more user type from Trainees, Trainers, Markers, Managers.
Tags - choose users who have one or more pre-defined tags to select them.
Created on - limit the training to include or omit users based on the date they were added to the LMS. Options are as follows:
- After - only apply to users created after a defined date
- On - only apply to users created on a defined date
- Before - only apply to users created before a defined date.
Language - choose to select based on user language (choices will be limited by how many languages your Spark LMS has configured)
Custom date fields (e.g. employment start date) - only available if these are created in your LMS configuration.

After configuring user selection, click 'Continue' to proceed to the next rule wizard step.

Step 4 - Select the training items

In this step, choose which training items should be distributed. Multiple training items and types of training may be selected at this stage and a search function exists to help locate specific training items.

It is possible at this stage to set Due dates and Expiry dates on training items. e.g. set a training item to have a due date of 7 days after it has been distributed.

After configuring the training item selection, click 'Continue' to proceed to the final rule wizard review.

Step 5 - Review

In this final step, a summary of the training distribution rule is generated, which will show the the configuration of the rule before it is created:

The rule name.
The time interval between distributions.
The rule status - enabled or disabled.
The rule type (in this example, a 'schedule' rule).
The dates the rule is scheduled to begin and end.
The next allocation date (only visible after a rule has been executed for the first time).
The tags for the rule (these tags can be filtered in Allocation Tags filtering).
The users this training applies to.
Which training items will be distributed when the rule runs.

Optional steps

It is possible to export a CSV file containing the details of the users who will receive the training items. Click the 'Export rule data' button to view this file. This is helpful to ensure the rule will reach the correct users or groups of users.
The CSV file will include all fields relevant to the rule:
The creation of the rule may be cancelled or configuration of previous steps may be changed by clicking the '< Back' link.

Create the rule

If the rule summary matches the desired criteria, click the 'Create rule' button. The rule will be saved and will appear in the Distribution rules summary page.

Editing the rule

Before the rule has run, it can be edited by clicking on the rule name in the Distribution rules summary page. After a rule has run, it may not be edited. If a rule schedule has started, the rule may only be disabled or enabled at this stage.