How to Create a Dynamic Group

For information on Dynamic Group visibility and editing visit that section in our Editing a Dynamic Group article. The Dynamic Groups Rule Builder defines each rule and offers guidance on maximizing your use of Dynamic Groups.

Accessing and Using Dynamic Groups

To use this feature, you must be a Silver or higher administrator, have Dynamic Group Editor add-on. An administrator must have worksite and group supervisory access to create a dynamic group for the respective worksites and groups. For information on visibility and editing for Dynamic Groups, refer to that section in our Editing Dynamic Groups article. For information on administrative levels and speciality add-on roles, visit our Access for Manager section in the Access Levels article. 

In conjunction with the HR integration feed, a dynamic group will automatically update as users are added, deleted or edited within the HR system. Changes to dynamic group is subject to the timed communication between Manager and the HR system.

Creating a Dynamic Group in Manager

Dynamic Groups includes four integrated features known as the Precondition Filter, Inclusion logic, Exclusion logic and drill down feature. Refer to our Dynamic Group Rule Builder article for details on those features.

1. Navigate to Users menu, and select Groups.
2. Select the   located at the bottom right side of the screen. 
3. Then, select Dynamic Group.
4. Add a Precondition Filter, by clicking in the gray Precondition filter area. Select Date of Hire or Admin Role. 
   Note: This is not required, and can be excluded.
   
5. Start creating a Dynamic Group by:
   • A. selecting from worksite(s) first, then adding group types. One or multiple worksites can be selected.
       - OR -

   • B. start including and excluding specific group types first, then adding worksite(s). Refer to our Dynamic Group Rule Builder article for more information. 

     Diamond Admins can create Dynamic Groups with or without a worksite. Silver to Platinum admins require worksite selection. Refer to our Access Levels articles for information on admin levels and credentials. 

     

6. Click anywhere on the group row to review and add sub-groups to the membership rules. Select one or multiple sub-groups, then select APPLY. 
   

For best performance, limit including and excluding groups to 10 in a Dynamic group, but you can add as many subgroups as needed.

7. Repeat steps 5 - 6 to add multiple classifications.
   • Worksite(s) must be selected in order to add the dynamic group. You will receive a red ribbon when worksite(s) is missing from the group filters. 
     
8. To SAVE your dynamic group, once desired classifications are filtered, locate the Group Name field at the bottom of the window. Select the  editing tool pen. 
9. Enter in a group name, then select APPLY. 
   • Dynamic Groups cannot have duplicate names. To circumvent this, Alchemy recommends an organization wide naming convention system. 

10. Upon return to the filter screen, select ADD to finalize the creation of the dynamic group.

    Because dynamic groups supports large-scale user assignments, creation of a dynamic group may take some time to process. Refer to our Using the Task Status Page for information on processing the creation of a dynamic group. 

In dynamic groups, as membership rules included or excluded, you will see membership quantities change accordingly. To view the specific members of that group, select the blue arrow next to the members.

Once a Dynamic Group has been created, you can adjust membership rules, group admins and learning plan subscriptions. For assistance with editing capabilities, visit Dynamic Group Properties for guidance. 

Precondition Filter

A precondition filter narrows down the employees before applying group rules. This precondition filter is not required, and can be excluded from your dynamic group. The Precondition Filter currently filters for Date of Hire and Admin Role. Below are more specific instructions on applying both filters to your dynamic group.

Adding Date of Hire Filter

1. Click on Add Precondition Filter and select Date of hire. 
2. Select employees who were hired in or who were not hired in.
   • Select the date range. You can also leave either date empty to include everything before the To Date or after the From Date.
   • Use the From Date only to filter for employees hired on or after a date.
   • Use the To Date Only to filter for employees hired on or before a date. 
     
3. After applying your conditions, you will see your filter conditions before applying group rules. 
4. To edit, simply click on the edit icon.
   

Adding Admin Role Filter

1. Click on Add Precondition Filter and select Click on Admin role. 
2. Select from the Admin Roles listed, and click Apply.
3. After applying your conditions, you will see your filter conditions before applying group rules. 
4. To edit, simply click on the edit icon.
   

Dynamic Group Properties

Once a dynamic group is created, the group members, admins and subscriptions can be accessed from the properties section of the group. 

To edit the associated group administrators, ensure that dynamic group administrators have Silver or higher administrator access, have Dynamic Group Editor add-on, worksite supervision, and corporate or system group supervision.

For more information on selecting and deselecting admins to groups, and how to subscribe a dynamic group to a Learning Plan visit our step-by-step guide here.