USER MANAGEMENT

User management within the ExpertusONE platform refers to the comprehensive set of tools and features designed to efficiently oversee and control user-related aspects within the system. This robust user management system allows administrators to seamlessly manage and organize user accounts, permissions, and roles, ensuring the platform operates securely and effectively.

Types of Users

There are four user levels available within your platform: User/Learner, Instructor, Manager, and Administrator. The user level is set for the first time when the user is created in the platform but can be changed over time.

  • The majority of people who access ExpertusONE will likely be Users/Learners. A user is a level that has basic permissions.
    • Users are able to attend courses and learning plans, and they can view training materials but cannot manage any platform app, feature, or setting.
    • When users log into the platform, they can access the functionalities they have permission to see from the main menu associated with their user profile.
  • An Instructor within ExpertusONE assumes a pivotal role in facilitating effective and engaging learning experiences.
    • They are responsible for designing and delivering course content, assessments, and instructional materials that align with the learning objectives.
    • Instructors provide guidance and support to learners, fostering an interactive and collaborative online learning environment.
    • They monitor and evaluate learner progress, offering timely feedback and addressing individual learning needs.
  • A Manager within ExpertusONE is responsible for overseeing the strategic implementation and effective utilization of the platform.
    • They are responsible for curating and organizing learning content, ensuring its alignment with organizational goals and learner needs.
    • Managers collaborate with instructors and content creators to design and deploy courses, while also monitoring learner progress and engagement.
    • They manage user access, permissions, and reporting, facilitating efficient administration of training programs.
  • ExpertusONE Administrators hold the responsibility of managing and maintaining the ExpertusONE Learning Management System (LMS) to ensure its optimal functionality and user experience.
    • They are tasked with configuring and maintaining the LMS settings and managing user accounts, roles, and permissions.
    • Overseeing content organization and distribution; monitoring user activity and progress; generating reports for insights; and troubleshooting technical issues.

From the landing page/home page, navigate to the user creation page using the following ways.

  • Toggle Menu Bar – Clicking double chevron right icons, in the Manage menu navigate to People→User, clicking on the user will open the user listing page.

  • Quick access – Hovering over the ‘User’ widget will display two sections:
    • Create – will open the ‘Create User’ page
    • Edit – will open the user listing page.

The “create user” function enables the administrator to establish an account or profile for an individual within a system. This procedure might entail designating a distinct username and configuring the user’s particulars along with other relevant account information. The primary objective behind user creation is to grant the individual access to the system.

Note: When a user is created, the user will be open to all the admin groups. If the admin wants to provide access to only a specific admin group, they will need to add the user only to that group.

1. From the landing page/home page, Clicking Create will take you to the Create User Page.

2. You have to create the User manually by entering all the data given below.

3. In the USER pop-up, the following fields are system-required and must be entered to create a user record

    • User’s First Name and Last Name – Enter the user’s ‘First Name’ and ‘Last Name’.
    • Username – The provided username will serve as the login credential for users in the Learning Experience Platform (LXP), and it is essential for each username to be distinct across all users within the system.
    • Password – Set the password for the username mentioned.
    • Email ID of the user – Enter a valid email address consisting of an email prefix and an email domain, both in acceptable formats.
    • Domain – Select the Portal.

Note: The above fields must be unique – no two users in the system can have the same email ID

4. While the system considers other fields as non-mandatory data points, they might become necessary due to your organization’s data requirements or the activation of specific functionalities. Examples of optional fields encompass:

    • Contact No – Enter the contact number of the user.
    • Contact Email – Valid Email address to be entered.
    • Address 1 and Address 2 – The admin can add the address of the user.
    • City – Enter the City
    • Country – Enter the Country
    • State – Enter the State
    • Zip Code – Enter the Zip Code
    • Time Zone – The user’s time zone allows the system to translate the start times of virtual instructor-led classes and should be set if the data is available. The learner also has the option to set their time zone.
    • Language – Only the language packs that have been enabled will be displayed here. The language setting determines the language the ExpertusONE User Interface will display and also sets the default language preference in the Catalog.
    • Mobile – telephone number.
    • Currency – This will convert the priced course offering into the selected currency for the user.
    • Organization – You can select whether the user belongs to an internal or external organization. Only active organizations created in the system and accessible by the admin will be visible in the drop-down.
      Once the admin clicks on this, it will display two options.

      • Internal
      • External
    • Manager – Select the user’s direct reporting manager in this field. Clicking on the drop-down will list all the active manager names and accessible by the admin. This manager name list is based on the user with the role of manager.
    • Employment Type – Select the user’s employment type in this field. When you click on the drop-down, it will display a list of all employee types that have been created and accessible by the admin. The admin can use the search box to search for the respective employment type.
    • Employee ID – Enter the employee ID. The employee Id can be alphanumeric. The employee ID should be unique.
    • Department – Select the user’s department in this field. When you click on the drop-down, it will display a list of all departments that have been created and accessible by the admin. The admin can use the search box to search for the respective department.
    • Job Title – Select the user’s job title in this field. When you click on the drop-down, it will display a list of all employee types that have been created and accessible by the admin. The admin can use the search box to search for the respective employment type.
    • Job Role – Select the user’s job role in this field. When you click on the drop-down, it will display a list of all job roles that have been created and accessible by the admin. The admin can use the search box to search for the respective job role.
    • User Type – Select the user’s user type in this field. When you click on the drop-down, it will display a list of all user types that have been created and accessible by the admin. The admin can use the search box to search for the respective user type. The drop-down value is fetched from the user type in the people settings.
    • Roles – Select the user’s job role in this field. When you click on the drop-down, it will display a list of all job roles that have been created and accessible by the admin. The admin can use the search box to search for the respective job role.
    • Other Organizations – Select the user’s other organization in this field.
    • Other Managers – Select the user’s other managers in this field.
    • Upload Picture – Upload the profile picture. Once the profile picture is uploaded, it will be visible on the user listing page..
    • Access – This is used to set the Admin Group(s) that should be able to see this user in the Administer view.
    • View Groups – This shows all the learner and admin groups the user belongs to.
  • 5. Post creation of the user, a new screen will be visible for navigation purposes with the message “User (Name of the user) has been created successfully” and Success Icon above it.

6. On this page, the admin can see three options:

    • Create User
    • Edit User
    • Go To Listing

7. Clicking on ‘Create User’, will take you to the Create User page, ‘Edit User’ will take you to the previously created user, and ‘Go To List’ will take you to the User listing page.

The “Edit User” refers to the process of modifying or updating an existing user’s account or profile in the system. This editing involves changing a user’s credentials updating their personal information or modifying other settings related to their account.

The Edit User functionality is the same as the Create User Section.

Discard
  • The “discard” button will only become clickable within the create and edit pages once modifications have been applied or when a field value has been entered.

  • Selecting the discard button on the create page will redirect to the listing page.
  • Choosing to discard changes from the edit page, regardless of any modifications made, the changes will not be saved and you will be redirected to the listing page.
Suspend
  • You can suspend the user by simply clicking the suspend button on the edit page.
  • The suspend icon will be enabled only for the admins with edit permission for the user module.
  • The suspend button is visible only to Active users.
  • The suspend option will be visible in two places.
    • “Suspend” Button on the edit page for active users.
    • “Suspend” button on the user listing page for the active users.

  • Irrespective of the course/TP status, you can suspend the user.
  • Clicking on the suspend button will open a popup message. Clicking on “Suspend” will suspend the user and clicking on “Cancel” will close the popup without suspending the user.

  • Once the user’s account is suspended, all account-related activities will be restricted, and a notification informing the user about the suspension will be generated.

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  • If there are subordinates reporting to the user, then the user account cannot be suspended. Clicking on suspend for that user will display a warning message.
Activate
  • You can activate the user by clicking the activate button on the edit page.

  • The activate icon will be enabled only for the admins with edit permission for the user module.
  • The activate button is visible only for the suspended users.
  • The Activate button will be visible in only two places:
    • “Activate” Button on the edit page under the suspended users.
    • “Activate” button on the user list page for the suspended users.

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  • After the user is activated, the user will be able to perform any action using the account and the user will receive an activated notification.
Delete
  • You can delete the user by simply clicking the delete icon available on the edit page.
  • The delete icon will be enabled only for the admins with edit permission for the user module. For the admins who have the view permission, the delete icon will be disabled.
  • The delete icon will be visible in two places:
    • Inside the edit page
    • On the user listing page.

  • Clicking on delete will open a popup to confirm the action. If the admin clicks on “OK”, the user will be deleted, and clicking on the Close button or “X” icon will exit the popup without deleting the user account.