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Adding a User

Create a new CourseMill user account and set its profile, demographics, permissions, and SubOrg attributes.

You can add users to CourseMill by creating new user accounts. User accounts that do not appear in the user list cannot log in to CourseMill.

As an administrator, you define the permissions/role given to each user. There are generally several types of users in CourseMill: Student, Instructor, Reporter, and Administrator. See Administrator and user roles for more information.

You can also add user accounts by importing users, user information and, optionally, updating existing user details by reading data from a simple text file. See Importing user data for more information.

Add a user

  1. Open the Users side-tab and click Manage Users.
  2. Use the fields in the search window above the results table to filter the list of users. See Search fields below.
  3. Click Add User or right-click on the table and select Add User.
  4. On the Add User window, complete the fields on the User Profile tab. Fields marked as required must be completed. See User Profile tab fields below.
  5. If your organization collects demographic information, the Demographics tab is displayed. Click the Demographics tab and complete the fields. See Demographics tab fields below.
  6. Click the Permissions tab. Use the check boxes to create custom permissions for instructors and reporters. For more information about roles, see Administrator and user roles.
  7. Click the SubOrgs tab to specify the user's SubOrg attributes. The SubOrg attributes that are displayed, along with the available value settings, are the characteristics that were selected to define the organization's infrastructure. For details about defining SubOrg attributes, see Adding an organization. Use the pull-down lists to assign specific values to each SubOrg attribute.
  8. Click the More SubOrgs tab to specify values for additional SubOrg attributes.
  9. Click the User Notes tab to specify notes about the user. Users cannot see or update this field when updating their profile.
  10. Click Save.

The user record is added to the list of user IDs.

Search fields

  • Org ID – The Org ID with which an organization was added.
  • User ID – Enter any combination of letters and numbers to search for users that contain that combination in the user ID.
  • First Name – Enter any combination of letters and numbers to search for users that contain that combination in the first name.
  • Last Name – Enter any combination of letters and numbers to search for users that contain that combination in the last name.
  • Include Inactive – Enable this check box to include inactive users in the results.
  • Email – Enter any combination of letters and numbers to search for users that contain that combination in the email address.
  • More Options – Click this to display more search criteria items if SubOrg settings have been defined, such as Region, Department, Location, and Job Title.

User Profile tab fields

  • Active – Enable this check box to create an active user profile.
  • WCAG Assistance – Enable this check box to activate WCAG/508-compliancy. For details about CourseMill's WCAG/Section 508 features, see Enabling WCAG/Section 508 compliance.
  • User ID (required) – The user ID of the user.
  • First Name (required) – The first name of the user.
  • Middle Initial – The middle initial of the user.
  • Last Name (required) – The last name of the user.
  • Email – The email address of the user. Note: For organizations with External Org Email enabled, the email address is required.
  • Password (required) – The password of the user.
  • Confirm Password (required) – The password of the user.
  • Expiration (required) – The policy for managing the user's password. Select from Password Never Expires, User Cannot Change Password, User Must Change Password At Next Login, and Password Expires Every n Days (where n is defined by the managed property DefaultPasswordExpiration). For more information, see Properties for managing users.
  • Privileges – The role or roles assigned to the user. Enable the Instructor check box to allow the user to register students, add course content, and generate gradebooks. Enable the Reporter check box to allow the user to generate reports.
  • Email progress reports on – Select the days of the week when reporters are to be sent progress reports of their assigned students.
  • CC Student Emails – Enable this check box to carbon-copy the notification emails for all the users assigned to this reporter. Note: A reporter with the CC Student Emails setting enabled receives all notifications enabled for the student. Reporters with a large student assignment population can receive considerable email on a consistent basis.

Demographics tab fields

Note: The Demographics tab is made available by setting the managed property RequirePersonalInfo to either Mandatory or Optional. If it is set to Not Collected, the Demographics tab will not display. For details, see System properties reference.

  • Address – The user's street address.
  • City – The user's city.
  • State/Province – The user's state or province.
  • Zip/Postal – The user's zip or postal code.
  • Country – The user's country.
  • Phone – The user's phone number.
  • Hire Date – The user's date of hire.
  • Accepted Terms of Use – The date when the student accepted the Terms of Use policy. Note that the system can force students to re-accept the Terms of Use policy at any time by resetting this value with the student's profile (based on the setting of the system property RecordTermsOfUseDateForExistingUsers).

Permissions tab fields

Note:

  • Students cannot update these fields when updating their profile.
  • By creating the custom role, the user has access to all functions in a particular area – curriculum, course/session or user. Example: If an instructor is assigned Add Course capability, he or she can create a new course and all attributes of the course.
  • Caution: Assign Delete permissions carefully. Once records are deleted they can only be recovered from a back-up file. For ELB Learning-hosted customers, the last 15 days of activity is readily available as well as Audit reports that can provide great detail. A warning message is provided during the Delete process requiring the user to confirm the decision to delete records.
  • Curriculums – Use this box to control whether the user can add and manage new curriculums.
    • Add Curriculum – The user can add curriculums.
    • Modify Existing – The user can modify the details of the curriculums.
    • Duplicate Curriculum – The user can duplicate curriculums.
    • Delete – The user can delete curriculums.
    • Register in Curriculum – The user can register students in the curriculum.
  • Courses/Sessions – Use this box to control whether the user can add and manage new courses and sessions.
    • Add Course – The user can add a course.
    • Add Session – The user can add sessions to a course.
    • Modify Existing – The user can modify the details of the course and its sessions.
    • Duplicate Course – The user can duplicate courses and sessions.
    • Delete – The user can delete courses and sessions.
    • Register in Curriculum – The user can register students in the course and session.
    • Modify Content – The user can modify content in a course.
    • Gradebook – The user can modify gradebooks.
  • Users – Use this box to control whether the user can add and manage new users.
    • Add User – The user can add a user.
    • Modify Existing – The user can modify the details of the user.
    • Delete – The user can delete the user.
    • Change Password – The user can change passwords.
    • Register a Student – The user can register a student.
    • Import User Data – The user can import user data.
    • Gradebook – The user can modify gradebooks.

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