In the "Organisations" section the organisational hierarchy can be defined and managed. This is typically a structure reminiscent of how the company is organised, e.g. Org Chart. For instance the root of the structure is typically the entire company, subordinate levels could be business streams or cooperate functions such as Sales, HR, marketing. Again, there may be several subgroups under each of these units. Activate LMS does not impose any restrictions on how the Org Chart is organised. All the individual levels can be used to:
- Customize the templates of the emails that'll be send on different occasions
- Set up automatic enrollment of courses
- Managing learning profiles
Please note that if no customized settings are chosen, the subgroup will inherit settings from its parent organisation.
The main site of organisations can be found under Resources > Organisations. When unfolding organisational levels you get a graphical overview of your organisation and it's hierarchy possible. If there is more than three root organisations registered, you will have to select which organisation to display in the "please select organisational unit" dropdown menu. If three or less root organisations all will be active and cycled through when searching.
Searching for a organisational unit
Use the search field to find a particular organisation. This may be particularly useful in large organisations. When searching your criteria will only be checked on the different organisation names (and therefore not on manager names).
Creating organisational units
Creating new organisation or subgroups are rather simple:
- Click the "New" button to create a new root level organisation.
- Or click the "New" next to a unit in order to create a subordinate unit.
And as said in the introduction of this article... please note a subgroup will inherit settings from its parent organisation.
Deleting organisational units
Click the "Delete" button to delete organisational units. Please note that it is not possible to delete units with users in them. To do so, first move users to another unit. To move users you must edit one user at a time and move her to a different organisation. Please visit this link to get a guided tour of how to edit a user.
Editing organisational units
Click the "Edit" button to edit. When clicking "Edit" you will presented with something similar to the image below. The different options ("Settings", "Automatic Enrollment" and "Learning Profiles") will be explained in detail after the image.
Organisation and general settings
Name of the chosen organisation.
Parent organisational unit
The parent organisation of the chosen organisation. Root level organisations will have no parent organisation (and therefore "none selected" will be displayed). It is possible to move an organisation to another parent unit.
This field specifies the managers of the unit. Note that only users with a role of manager can be selected in this list. It is possible to have several managers and the organisation should have at least one manager attached. To get a guided tour of how to add a role to a user please visit this link.
The person designated as a manager will typically have access to reports about users who are in the organisation. It is also possible to create email notifications for learning activities (when activities have been started, passed etc.) which gets sent to the managers of the organisation the user is in.
The settings tab is subdivided into two parts: "Workflow Templates" and "Advanced Settings".
Here you can override the systemwide notifications (defined under Administration > Configuration > Notification) of four system events: "User created", "User new Password", "User Forgot password" and "Receipt" (only used with E-commerce enabled sites). For example, if a message template is specified for the "User created" event, this template is used for the email being sent to users being created in this organisation. If no message template is specified (will display as "(none selected)" in the "Message template") the systemwide message template is used.
To add a message template, either select one in the message template dropdown and click the "Update" button, or click the "New" Button to create a new message template.
When editing an existing message template please note that templates may be used by another organisational unit.
Specifies the country of the organisation. This field is optional.
Estimated number of users
Used to specify how many users there are expected to be in the organisations. Makes most sense if used in conjunction with selfregistration (this setting can be enabled by clicking "Administration" > "Configuration" > "Settings" > "System" > and then finally enable "User can self register"). The number is used in the report Administration > Reports > Status Dashboard on the Users tab. This field is optional.
Organisational unit code
Used in conjunction with the setting Administration > Configuration > Settings > System > "User can self register" which allow users to create themselves. During the creation process the user is asked to enter a code. The code acts as challenge code, which ensure that people will be created in the right organisations, and prevent people from unduly creating themselves as users of the system. This field is optional. If you wish to acquire further information regarding this feature please visit this article: How to allow users to create themselves.
Dynamic Document Directory
Used to customize Documents on the Learning page. Please note this feature requires a special setup of Activate LMS and can't be used in the default system. The value specifies the path of the folder on the server that will be related the selected organisational unit and therefore what folder documents on the learning page will get content from when users from this organisational unit visits it. Contact us for further information. This field is optional.
Organisational unit logo
The logo can be used as a token in the different notifications, and thereby customize notifications according to the users organisational unit. The logo is also used to "co-branding" the learning Page, by adding this logo to the top section of the site. This field is optional.
The value specified here is used in the token %%DepartmentLogo%%.
Use this to automate the enrollment of users into Learning Activities. Automatic Enrollment is determined based on the user’s location in the Organisation in combination with the user's Learning Profile.
When an automatic enrollment rule is created, all users that match the organisation and learning profiles criteria are enrolled in Learning Activities.
In addition, all FUTURE users to match the criteria will also automatically be enrolled when they are created.
Pleaste note that ... :
- ... the automatic enrollment rules are used by the system when creating the enrollments, therefore changes in the settings will only apply to future enrollments and will not affect existing enrollments.
- ... it is possible to define automatic enrollments at all levels in an organisation. If a rule is defined in the upper level, it applies to all underlying levels. Note also that it is possible to have rules on several organisational levels at the same time.
- ... deletion of Automatic Enrollments does not lead to course enrollments being deleted, but rather the rule ceases to function.
Select the activity type of the content you want to create an automatic enrollment rule for, (e.g. course, module, lesson etc.)
Select the Learning Activity name
Select the learning profile(s) the rule should apply to.
Under settings you can specify different properties for the enrollments:
- Active: Whether the enrollment should be active when it is created by the automatic rule. If an enrollment is not active, the Learner will be able to see, but not launch, the Learning Activity.
- Start lag time: Set the Start date of the enrollment relative to the time the rule is executed.
- Due lag time: Set the Due dateof the enrollment relative to the time the rule is executed.
- Expiration lag time: Set the Expiration date of the enrollment relative to the time the rule is executed.
- Lock on completion: Set the Lock on completion setting of the enrollment.
- Autorenew certificate: Specifies whether activities should reactivate after a certificate expires. If enabled users will be able to redo an activity automatically after a certificate expires.
Update existing enrollments
Specifies whether users with enrollments to the relevant learning activities should be overwritten with the new rules. If enabled exisiting enrollments will be overwritten - if not previous rules will be preserved users who's already assigned to the activity .
Preserve active state
Specifies whether existing users should keep their active state on activities. If enabled states to activities will preserver - if not the active state of the user to the specified learning activity will be overwritten with the state set in "Active State".
Click "Edit" to edit existing automatic Enrollment rules.
Click "Insert" to create the automatic enrollment rule. Please note that if there are current users matching the criteria they will be enrolled into the Learning Activity when "Insert" is clicked. If there are many users matching the criteria this may take a while.