Creating and copying KnowledgeSmart dynamic groups

Applies To:

All KnowledgeSmart Administrators.

Common Causes/Issues:

You would like to create dynamic groups for your KnowledgeSmart data, which will automatically update when new user records are added to your dashboard, or edits are made to existing records.

Solution Overview:

Dynamic groups can be used to organize the following types of data:

Users
Invites (Skills assessments, Surveys, Skills audits)
Results (Skills assessments, Surveys, Skills audits)

The most common type of dynamic group relates to user data. KnowledgeSmart dynamic groups are created based on the logic captured in up to 5 datafields. A prerequisite task to adding dynamic groups is to first populate your user datafields.

Click here for an article which walks through this process in detail.

Creating a new dynamic group

When you have populated your user datafields, you can begin to create dynamic groups. Here is an example of a user record with 5 populated datafields:

Step 1

Select the 'Show dynamic groups' link in the orange bar at the top of your screen.

Step 2

Use the 'New Group' tool to create a new dynamic grouping of your user data.

Enter the group name in the field provided. Use the checkboxes to replicate your users' dynamic group on the 'Invites > Invites history' page and 'Results > Data' page of your dashboard.

Step 3

Use the datafield dropdowns to create the rules you require, for adding existing and future
user records to the group. Save your new dynamic group, by selecting 'Save Group'.

For example, a user dynamic group has been created based on datafield 1, City: London.
The next time a new user is added to the database and the record includes datafield 1, City:
London, then the user will automatically be added to this group.

Step 4

Use the 'View Dynamic group' dropdown menu to navigate between different user dynamic
groups.

Selecting a value in the dropdown will filter the view on screen, displaying only the user records captured in the dynamic group.

Copying existing dynamic groups

It is possible to create a copy of an existing dynamic group which exists in one part of your KnowledgeSmart admin dashboard and replicate it in two different areas of the platform.

Go to the 'Settings > Share dynamic groups' page.

In this scenario, you have already created a users' dynamic group, called 'Studio 2', and you want to clone this dynamic group so that is also displays on your 'Results > data' page.

Choose the type of dynamic group you want to create, so, in this example, you would select the 'Create a result dynamic group' radio button, then click 'Continue'.

Select from the dropdown the specific existing dynamic group that you wish to copy.

Verify that the details of your existing dynamic group are correct, then enter a name for your new dynamic group in the 'New dynamic group name' field. (NB, the name can be the same as the original dynamic group, or you can choose a different name. So, for example, if your users' dynamic group is 'Studio 2', you might choose to label your results dynamic group, 'Studio 2', or you may prefer 'Studio 2 results'). Select 'Continue' to complete the process.