Automatic Awareness Program

This article explains how to create, configure, and manage an automatic awareness program in SMARTFENSE, enabling the distribution of training campaigns in a planned manner aligned with the organization's objectives.

Overview

The Automatic Awareness Program feature allows managing awareness programs composed of predefined campaigns, distributed over a period of 1 to 3 years, and targeted at a specific group of users.

You can access this feature from Campaigns > Programs, where it is possible to create and configure a new awareness program.

Programs consist of a set of campaigns assigned to users based on groups, functional areas, hierarchical levels, and/or specific users. 

Once the program is created, all associated campaigns can be viewed both in the calendar and in the campaign list, from where they can be individually edited.

Creating a New Program

Within the Campaigns > Programs section, by clicking on New Program, options are presented to configure a new awareness program.

Section: General Program Data

• Name: allows defining an identifying name to facilitate the management of different programs.

• Description: allows adding a description of the program being created.

Section: Program Configuration

• Program Type: allows selecting the type of program you want to implement.

• Which components do you want to use in this program?
  The awareness program is composed of a set of campaigns that can include different components, according to the current contract:

  • Interactive modules

  • Videos

  • Video games

  • Newsletters

  • Exams

  • Surveys

  • Phishing and ransomware simulations

This field allows selecting which components you want to include in the program. For example, if you want the program to contain only Interactive modules and Newsletters, you should uncheck the rest of the components.

Section: Recipients

In this section, the recipients of the program are defined. It is possible to select different types of groupings:

• Groups

• Functional areas

• Hierarchical levels

• Specific users

You must also indicate how the groupings are combined using the field How do you want to combine the selected groupings?

Option 1: Users must belong to at least one grouping of each type
Users who meet all the following criteria will be assigned to the program:

• Belong to at least one of the selected Groups.

• Belong to at least one of the selected Functional areas.

• Belong to at least one of the selected Hierarchical levels.

Option 2: Users must belong to any of the selected groupings
Users who meet any of the following criteria will be assigned to the program:

• Belong to at least one of the selected Groups.

• Or belong to at least one of the selected Functional areas.

• Or belong to at least one of the selected Hierarchical levels.

Additionally, in this section, it is possible to select users individually. Individually assigned users are independent of the defined grouping configuration.

Section: Scheduling

Allows setting in which week of the year the awareness program will start.

Section: Extra Configuration for Exam Campaigns

If the program includes exam campaigns, it is possible to configure:

• Passing percentage: defines the minimum percentage of correct answers required to pass the program exams.

• Available minutes: defines the number of minutes the user will have to complete the exams.

Saving and Generating the Program

Once the configuration of all sections is complete, click Save to generate the scheduling of the selected program.

Important Considerations

• Modifications to specific campaigns, such as adding or removing groups, changing dates, or deleting campaigns, are made from Campaigns > Calendar, by accessing each particular campaign.

• There are different programs available, with varying difficulty levels and aimed at compliance with different regulations.

• When selecting a program, you can preview its contents using the Preview Campaign button located at the bottom of the page.

Management of Created Programs and Campaigns

Once a program is created:

In Calendar > Campaigns, campaigns belonging to a program are identified with the two gears symbol.
From there, before the start of each campaign, it is possible to:

• Modify assigned users

• Adjust duration

• Change the topic

• Delete specific campaigns

• In Calendar > Campaign Lists, you can view all scheduled campaigns and edit or delete them.

• In Calendar > Programs, the list of all active programs is shown, from where they can be edited or deleted as needed.

💡 Best Practices

• Clearly define the user universe before creating the program to avoid later reassignments.

• Use the Preview Program option to validate components and content before saving.

• Adjust the scheduling considering periods of high operational load to improve completion rates.

• Periodically review campaigns from Calendar > Campaigns to keep the program aligned with awareness objectives.