Applies To:
All KnowledgeSmart Administrators.
Common Causes/Issues:
You would like to understand the difference between KnowledgeSmart groups and dynamic groups.
Solution Overview:
Groups
Groups, sometimes referred to as 'static groups', are used to create sub-sets of your KnowledgeSmart data. They are a snapshot of a fixed point in time, and do not update automatically.
Groups can be used to organize the following types of information:
KnowledgeSmart Library
Skills assessments
- 'Off the shelf' tests
- Published tests
- Published test modules
- Draft tests
- Draft test modules
- Draft test questions
Surveys
- Published surveys
- Published survey modules
- Draft surveys
- Draft survey modules
- Draft survey questions
Skills audits
- 'Off the shelf' Skills audits
- Published Skills audits
- Published Skills audit modules
- Draft Skills audits
- Draft Skills audit modules
- Draft Skills audit questions
Results
Test results
Skills audit results (User skills)
Users
User data
Creating a new group
A common type of group relates to Skills assessment results data. The same process applies to all groups in the KnowledgeSmart admin dashboard.
Step 1
Select the results you would like to include in your group, using the checkboxes.
Step 2
Select the 'Show groups' link in the orange bar at the top of your screen.
Step 3
Enter the name of your group in the 'Create New Group' field and select 'Create'.
A confirmation message will display confirming that your new group has been created, including how many records were added to your group.
Step 4
Use the 'View group' dropdown to filter your data and display your group on screen.
Use the 'Add to Group' and 'Remove from Group' tools to edit your static group content.
Dynamic Groups
Dynamic groups will automatically update when new user records are added to your dashboard, or edits are made to existing records.
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.
Related Article(s):
Understanding KnowledgeSmart user datafields
Creating and copying KnowledgeSmart dynamic groups