Managing Journey Assignments

Administrators can assign journeys to specific users and monitor user progress throughout journey completion. Journey assignment enables proactive deployment of onboarding and training experiences while providing comprehensive tracking capabilities that support user success and organizational objectives. When assigned, journeys are automatically marked as started and email notifications are sent to users with portal access instructions and journey information.

Journey management provides detailed progress visibility, completion analytics, and administrative tools that support user engagement and successful journey completion across employee, partner, and customer communities.

Requirements

To create, share, and assign journeys, users must be assigned a security role with the following permissions:

• Administrator System Role
• Manage Permission and Read permission to the step's entity

Understanding Journey Assignment Framework

Assignment Capabilities and Benefits

Proactive Journey Deployment: Journey assignment enables administrators to actively guide users through essential processes without requiring users to discover and initiate journeys independently.

Comprehensive Tracking: Assignment provides detailed progress monitoring including phase completion timing, step-level analytics, and individual user advancement tracking.

Automated Notifications: Assignment triggers automatic email notifications that inform users about journey availability, provide portal access instructions, and maintain engagement throughout progression.

Journey Assignment Workflow

Direct Assignment Process: Administrators can assign journeys to individual users, user groups, or security roles through intuitive search and selection interfaces.

Automatic Journey Start: Assigned journeys immediately appear in user interfaces as active journeys with progress tracking enabled.

Notification Delivery: Users receive email notifications about journey assignments based on configured email templates and notification settings.

Assigning Journeys to Users

Accessing Journey Assignment

1. In the Setup Home page, click Create > Journeys
2. Select the journey you want to assign to users
3. Click the Report tab to access assignment and tracking interface
4. Click Assign Users to initiate the assignment process

User Assignment Configuration

Assignment Target Selection: In the assignment dialog menu, configure user assignment through comprehensive search and selection capabilities:

• Individual Users: Search and select specific users for personalized journey assignments based on individual development needs or role requirements
• User Groups: Select entire User Groups to efficiently assign journeys to pre-defined communities or organizational segments
• Security Roles: Select Security Roles to assign journeys based on functional responsibilities and permission levels

Assignment Confirmation:

• Review selected users, groups, and roles to ensure appropriate journey deployment
• Click Assign to complete the assignment process and activate user access

Assignment Results and Impact

User Interface Integration: Assigned journeys immediately appear in user dashboards and journey interfaces with full progress tracking enabled.

Automatic Notifications: Users receive email notifications based on configured journey notification settings, providing portal access and journey orientation information.

Progress Activation: Journey progress tracking begins immediately, enabling administrative monitoring and user engagement analytics.

Viewing Journey Progress and Analytics

Journey-Specific Progress Monitoring

Accessing Journey Reports:

1. In the Setup Home page, click Create > Journeys
2. Select the specific journey you want to monitor
3. Click the Report tab to access comprehensive analytics

Journey Analytics Dashboard: The Report tab displays comprehensive journey metrics including:

• Number of Total User Journeys: Count of all users assigned to the journey
• Average Journey Completion Time (Days): Overall completion timeline analytics
• Average Phase Completion Time (Days): Phase-level timing analysis with drill-down capabilities
• Average Step Completion Time (Hours): Granular step-level completion analytics

Progress Status Tracking:

• Not Started: Users assigned but not yet begun journey progression
• In Progress: Users actively engaged with journey phases and steps
• Completed: Users who have finished all journey requirements

Individual User Progress Analysis

User Progress Details:

• Click on any user name in the Report interface to access detailed individual progress breakdown
• View phase-by-phase completion status and timing analytics
• Monitor step-level advancement and identify potential support needs
• Track completion patterns and engagement levels

Filtering and Search Capabilities:

• Use search functionality to locate specific users or accounts
• Filter progress data by completion status, account associations, or user characteristics
• Analyze progress patterns across different user segments

User-Centric Progress Management

Accessing User Journey Overview

User-Focused Analysis:

1. In the Setup Home page, click Create > Journeys
2. Click the Users tab to access user-centric journey management
3. Search for specific users by name or account association

Comprehensive User Journey View:

• Click on individual User records to view all journey assignments for that user
• Monitor multiple concurrent journey progression
• Track completion rates across different journey types
• Identify users who may need additional support or engagement

User Assignment Analysis

The Users Assigned section provides detailed user tracking including:

• Actions: Available management operations for each user
• Name: User identification and contact information
• Account: Account association for partner and customer users
• Not Started: Count of assigned journeys not yet initiated
• In Progress: Count of actively engaged journeys
• Completed: Count of successfully finished journeys

Journey Assignment Management

Assignment Deletion and Modification

Deleting Journey Assignments:

Method 1 - Journey-Specific Deletion:

1. Navigate to the specific journey and select the Report tab
2. Locate the user's journey assignment in the interface
3. Click the dropdown button next to the user assignment
4. Click Delete and confirm the deletion in the dialog

Method 2 - User-Specific Deletion:

1. Click the Users tab in the Journey management interface
2. Search for and click on the target User record
3. Locate the specific journey assignment to remove
4. Click the dropdown button next to the journey assignment
5. Click Delete and confirm the deletion in the dialog

Assignment Modification Considerations

Impact Assessment: Consider user progress and engagement levels before deleting assignments to avoid disrupting active learning processes.

Alternative Approaches: Consider journey modification or additional support rather than assignment deletion for users experiencing completion challenges.

Communication: Inform affected users about assignment changes when appropriate to maintain transparency and engagement.

Progress Monitoring and Analytics

Completion Metrics and Insights

Timeline Analysis: Monitor average completion times to identify optimal journey pacing and potential improvement opportunities.

Progress Bottlenecks: Analyze phase and step completion data to identify areas where users frequently encounter challenges.

Engagement Patterns: Track user progression patterns to optimize journey design and support strategies.

Administrative Oversight Capabilities

Real-Time Monitoring: Access current progress data to provide timely support and intervention when needed.

Trend Analysis: Identify completion trends across different user types, time periods, and journey configurations.

Success Measurement: Evaluate journey effectiveness through completion rates and user engagement analytics.

Best Practices for Journey Assignment Management

Strategic Assignment Planning

Target Audience Definition: Clearly identify appropriate users for journey assignment based on role requirements, development needs, and organizational objectives.

Timing Coordination: Consider user schedules and organizational priorities when assigning journeys to maximize engagement and completion rates.

Support Preparation: Ensure administrative teams are prepared to provide support and guidance for assigned users as needed.

Monitoring and Engagement

Regular Progress Review: Monitor journey progress regularly to identify users who may benefit from additional support or encouragement.

Proactive Intervention: Reach out to users who appear to be struggling with journey completion to provide assistance and remove barriers.

Success Recognition: Acknowledge and celebrate journey completion achievements to encourage continued engagement and motivation.

Assignment Optimization

Data-Driven Improvements: Use completion analytics and user feedback to refine journey assignment strategies and improve overall effectiveness.

Segmented Approaches: Consider different assignment strategies for different user types based on their unique needs and engagement patterns.

Continuous Refinement: Regularly evaluate assignment processes and outcomes to optimize journey deployment and user success rates.

Journey assignment management provides essential administrative capabilities that support proactive user engagement, comprehensive progress tracking, and successful completion of onboarding and development objectives across your entire portal ecosystem.

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