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Now you can trigger recurrence for each user based on their previous completion e.g
Example: I complete the task ‘early’ on the 12th September 2024. My next task will have a deadline of 12th September 2025.
What are the benefits of moving to this type of task?
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In short, whether a user is early or late they will still be compliant for +1 year from this point so the date should be set dynamically based on this.
Options for Learn Amp Support:
When re-mapping tasks we may need to help you if there is some complexity.
For example when there is a ‘live’ task, this can be handled different depending on whether you do the task setting yourself or get us to help. This may depend on how you want it to work
Scenario: About to re-map tasks on the 15th of October for both new and existing users.
Rules
Existing members: Recur +1 year from last completion
New joiners: +30 days from join date
There are some users with a ‘Live’ task with a deadline 30th October (fixed date, yearly recurrence)
Take the example of a user with a live task who previously completed (last year) a task on the 18th October, what do you want to happen?
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New deadline?
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De-dupe?
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What happens
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N/A
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N/A
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Wait until e.g. 1st November
Ensure all live tasks are completed
Turn off recurrence of existing tasks
If e.g. this year said user completes on 28th October, next year they will receive a deadline of 28th October
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None, you do it yourself
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14th November (Follow new joiners rules)
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No
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2 tasks
Task for 30th October remains
New task for 14th November
If completing one, it completes both
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None, you do it yourself
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18th October
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No
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2 tasks
Task for 30th October remains
New task for 18th October
If completing one, it completes both
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We support (non-standard)
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14th November (Follow new joiners rules)
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Yes
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1 task
New task for 14th November
We remove the duplicate after setting
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We support (to de-dupe)
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18th October
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Yes
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1 task
New task for 18th October
We remove the duplicate after setting
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We support (non-standard & de-dupe)
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Setup instructions:
Should you wish to use the new settings yourself, the below guides you to doing this:
Content: Select the content or action you want to task
Assigned to: Select who it is assigned to
Individual / Team / Group / Company
If selecting team, group or company: Current, new or both members
Set dates: Set the key dates relating to the content
Decide when the task should be set
Set a deadline
Recurrence: Select 'Dynamic (last completion date)
Select how frequently it repeats in days / months
Decide when to re-issue the task e.g. 30 days before deadline
Note: If you want users with an existing completion to match the dynamic rules rather than the new joiner rules, set the checkbox ‘If a user previously completed this content, ignore the set dates from the previous step and use the recurrence interval selected above, starting from their last completion date’
Advanced settings: Set advanced settings such as who to notify and whether the task is mandatory
Summary: Review a summary of the actions
Done: You’re done and the task will be issued according to the settings
What can we set up ourselves and what is the outcome?
Note: In all of the below scenarios we recommend turning off recurrence for all existing tasks
Advised:
Example: Wait until current tasks are all complete, then set a new task - 3rd November 2024
Waiting for all current tasks to be complete ensures no duplicates
Rules | Deadline | Recurrence | |
|---|---|---|---|
Existing task (Same for all) | Fixed date | 1st November 2024 | Every 1st November |
New joiner | + 30 days (From join date) | New task = 3rd December 2024 (If user joins on 15th October) | + 1 year from completion e.g..(example user…)
|
Current member (No previous completion) | + 30 days (From set date) | New task = 3rd December 2024 |
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Current member (Has previous completion) | + 1 year from previous completion | New task = 19th October 2024 (Completed 19th October 2023) |
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Not advised:
Example 1: Don’t wait for all users to complete current task and set a new task on 15th October 2024
The below scenario means you will get some duplicates including new emails
Rules | Deadline | Recurrence | |
|---|---|---|---|
Existing task (Same for all) | Fixed date | 1st November 2024 | Every 1st November |
New joiner | + 30 days (From join date) | New task = 14th November 2024 (If user joins on 15th October) | + 1 year from completion e.g..(example user…)
|
Current member (No previous completion) | + 30 days (From set date) | New task = 14th November 2024 |
|
Current member (Has previous completion) | + 1 year from previous completion | New task = 19th October 2024 (Completed 19th October 2023) |
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Example 2: Delete existing task and issue new task on 15th October 2024
This is not advisable to the majority of customers as you will lose associated completions to the original task. If no-one in your account has completed the task yet, but you still wish to update it, then this may be viable for you.
Rules | Deadline | Recurrence | |
|---|---|---|---|
Existing task (Same for all) | Deleted | N/A | N/A |
New joiner | + 30 days (From join date) | New task = 3rd December 2024 (If user joins on 15th October) | + 1 year from completion e.g..(example user…)
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Current member (No previous completion) | + 30 days (From set date) | New task = 3rd December 2024 |
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Current member (Has previous completion) | + 1 year from previous completion | New task = 19th October 2024 (Completed 19th October 2023) |
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What can we do with the help of Learn Amp?
We can help you when you want to….
Keep the current task completion information
Move the deadline for anyone who has not completed to X
Ensure there are no duplicates
Ensure no unexpected emails are received
Or sometimes the volume of changes you may need to make mean it is helpful to get support
For example: Don’t wait for all users to complete current task and set a new task on 15th October 2024
Rules | Deadline | Recurrence | |
|---|---|---|---|
Existing task (Same for all) | Fixed date | 1st November 2024 | Every 1st November |
Already completed existing task | Align to recurrence | N/A | + 1 year from completion e.g..(example user…)
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New joiner | + 30 days (From join date) | New task = 14th November 2024 (If user joins on 15th October) | + 1 year from completion e.g..(example user…)
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Current member (No previous completion) | + 30 days (From set date) | New task = 14th November 2024 |
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Current member (Has previous completion) | + 1 year from previous completion | New task = 19th October 2024 (Completed 19th October 2023) |
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FAQs:
What if the user has no completions?
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If a learner did complete their previous task 3-years ago they will receive a task now.
Will learners get Why do duplicate tasks happen?
When we remap the tasks with you, we are effectively setting a new set of rules for tasks to be created. If the user being set is in the ‘window’ to be set a new task but they already have an existing task, then yes, they will see a duplicate. Our tech team can support in de-duping the tasks, leaving only those more recently set.
To avoid duplicates you can uncheck the ‘Recurs’ checkbox on the current tasks and let them play through so that all your learners have completed the task. You can then set a new task and learners won’t see duplicates.
My learner has a current task, what happens when they get a new task?
If a user is in the “window” to receive a new task, bt already has one open they may see duplicates unless managed correctly.
We can work with you to either prevent issuing duplicates or remove duplicates after the fact.
Will learners get duplicate emails?
As with duplicate tasks if a learner is in the ‘window’ of your task e.g. you set +1 year from their previous completion and that happens to be now, then yes they will receive an additional email to explain the new task.
Once we de-dupe the tasks with you though, they will no longer see the old task and will not receive any chasers for it. Instead, they will just receive reminders to complete the new taskIf a user has an existing task and the meet the criteria for new task rules, to receive another, then they will have two tasks at the same time including associated emails.
How do we avoid duplicate tasks?
If you look at the examples above you will see how you can avoid duplicates yourself. Should you ask us to work with you, we will ensure there are no duplicates.
To avoid duplicates caused by recurrence you can uncheck the ‘Recurs’ checkbox on the current tasks.
Will this stop learners who are currently getting duplicates?
If your learners were currently getting multiple duplicate tasks then it is unlikely this alone will stop it.This process presents an opportunity to better align your tasks and reduce the rules that may have caused the duplicates. This is typically caused by too many rules, which generate too many tasks, for example:
Different deadlines for different people: For example, if some are given 7 days, others 14, others 30. These rules can’t live in a single task so force you to set multiple tasks which may lead to overlap of rules and therefore duplicate tasks.
Multiple tasks for multiple entities: Entities can be things like job role or location. If you have a task for each of these, then should someone get promoted or move location they will be set a new task.
To solve this, we advise that you consolidate as many of the rules as possible. For example, if you create groups using and/or logic to include multiple job roles or locations, then when someone moves team or location, they still belong to the group so do not get an additional task. Similarly, we advise that you consolidate the deadlines so that e.g. all have 30 days to complete. Again this means they can fit under a single task that is flexible enough to accommodate your needs.may resolve it for example if you delete all historic tasks (only do this if you are happy losing historic data) or if we help you to dedupe.
It is worth highlighting that duplicates can happen for other reasons and that this won’t solve all of them:
Group or team movement: When someone joins a new team or group, they may receive a new task. A few things to note to note:
To prevent it, use broader groups: For example if I have two roles that people typically switch between e.g. Tech Support and QA, then I may want to group a group which says Job Title = Tech Support OR QA. This means when they ‘move’ they are technically still part of the same group
By design: In some cases you will want different dates for different roles. If this is the case, the duplicate is by design and the user completing one should complete the other
Different deadlines: When there are different deadlines for different teams e.g. 7 days to complete or 30 days to complete, it forces setting of different tasks to support this. This increases the likelihood that the user gets a new task.
Consolidate deadlines: If you align them all to e.g. have 30 days to complete this will mean you can set a single task for multiple people
What if someone completes the same content, mid-cycle?
Currently: They will receive the task based on the previous completion (it will not be changed by the completion mid-cycle)
Planned: We’re working on a solution that would mean the below:
On occasion you will want to set a one-off task to re-certify someone e.g. if there is a ‘near miss’ for a health and safety incident you may require one or more people to re-complete.
In this case, the dynamic setting based on completion will shift forward. For example:
Original deadline based on completion = November 30th 2025
Complete again on June 3rd 2025. New deadline = June 3rd 2026
How can I prepare for remapping?
So that we can best help you with remapping, we need to know how you want tasks to work. We’ve created a guide with a template to help you to document your tasks here