Job Assignments Using Hierarchies (Totara)

This article focuses on creating and managing user job assignments.

TOPICS


job-seeker-1  Job Assignments

job assignment is a mechanism in Totara that allows you to assign more information to a user so that they can be grouped and enrolled based on certain conditions. 

This includes assigning  a user to a manager, placing them in an organization, and giving them a position. Users can also have multiple job assignments which can support having multiple staff managers, positions, and organizations.

Back to TOPICS 


boss  Manager Role

A manager is a role that allows those assigned to it the ability to access the learning records of staff, as well as access and approve staff performance management, learning plans, and seminar attendance.

When a staff manager has assigned team members, they can use the 'Team' tab in the top navigation bar to look at their team's progress in courses, programs, or certifications.

Users can be assigned as managers through creating an appropriate job assignment. 

jobassignmentmanagerteam

Back to TOPICS


plus-4  Creating a Job Assignment

1.  Navigate to your desired user's account, and view their profile page. 

2.  Under the 'Job assignments' section, click on the 'Add job assignment' link.

jobassignmentaddjobassignment

3.  Enter the full name of the job assignment. 

jobassignmentfullname

4.  Enter a unique Job Assignment ID Number. This ID number will be used when uploading data through HR Import

jobassignmentidnumber-1

important-1  NOTE

When uploading data through HR Import, note that the job assignment ID number does not have to be unique to each user. Multiple users can have the same job assignment ID number, and that these ID numbers are made unique through being linked to a user.

5.  If necessary, enable a start date and an end date. 

These dates determine when the user will start and end this specific job assignment, which can be used for creating dynamic audience rule sets.

jobassignmentstartenddate

6.  You can link your job assignment to a pre-existing positional hierarchy through selecting a position from the menu. 

You can search through different position hierarchies by browsing through the drop-down menu, or through manually searching for a position. 

jobassignmentposition-1

7.  You can link your job assignment to a pre-existing organisational hierarchy through selecting an organisation from the menu. 

You can search through different organisation hierarchies by browsing through the drop-down menu, or through manually searching for an organisation. 

jobassignmentorganization

8.  If necessary, select a manager for your job assignment.  If the user is at the highest available position, then leave the field empty.

If the manager does not have any pre-existing job assignments, selecting the 'Create empty job assignment' option will create a manager association.

If the manager has one or more pre-existing job assignments, then select the plusbutton-1 button and click on the appropriate manager job assignment. 

jobassignmentselectingamanager

jobassignmentmanager

9.  Click the 'HR Import' checkbox to allow your job assignment to be updated through HR Import.

jobassignmentenablehrimport

10.  Once you are complete, click the 'Add job assignment' button at the bottom of the page.

jobassignmentaddjobassignment-1

Back to TOPICS


edit-Oct-19-2020-11-21-02-69-PM  Editing a Job Assignment

1.  Navigate to your desired user's account, and view their profile page. 

2.  Under the 'Job assignments' section, click on the name of the job assignment that you would like to edit. 

jobassignmenteditassignment

3.  Make any necessary adjustments to the user's job assignment information.

4.  Once you are complete, click Update Job Assignment at the bottom of the page.

jobassignmentupdatejobassignment

5.  If you would like to delete a user's job assignment, you can click on the corresponding delete icon deletebutton on the user's profile page. 

jobassignmentdeletejobassignment

Back to TOPICS