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Adding an organization

Create a new organization and configure its branding, community, SubOrg, and custom information settings.

Global administrators can add an organization. Specify settings that define the organization, such as allowing self-registration, limiting the maximum number of users, and defining the infrastructure. If enabled, you can also specify whether the organization has access to other ELB Learning products.

When you add an organization, you define the organization's infrastructure by specifying the sub-levels of the organization, called SubOrgs. You can organize users based on any attribute of the user directory. For example, a simple scenario to organize users would involve defining SubOrg attributes by Site, Department, and Manager. You can define up to 16 SubOrg attributes. After you have defined and saved the SubOrg definitions, use the Set SubOrg Values button to specify values for the sub-org attributes. For details, see Setting SubOrg values.

You can also define custom information fields (for example, Department) that should be associated with curriculums, courses, and sessions. When adding a curriculum, course, or session, supply the appropriate information within these information fields to categorize or tag them with pertinent information for your organization.

Before you begin

  • You must be a global administrator to add an organization.

Add an organization

  1. Open the Admin Tasks side-tab and click Manage Orgs.
  2. Click Add Organization or right-click on the table and select Add Organization.
  3. On the Add Organization window, complete the fields on the Organization tab. Fields marked with an asterisk (*) are required.
  4. Click the Community tab and complete the fields.
  5. Click the SubOrgs tab and complete the fields.
  6. If you need to configure additional SubOrg attributes, click the More SubOrgs tab and complete the fields.
  7. Optionally, click the Personal Info tab to define eight configurable student-specific personal information columns. For example, you may want to list a cell phone number or emergency contact for a user.
  8. Optionally, click the Curriculum Info, Course Info, and Session Info tabs to define custom information fields. For example, you may want to assign an account code to a curriculum for revenue tracking or assign a cost to a course to track the return on investment.
  9. Click Save. The organization is updated.

Organization tab fields

  • Org ID (required) – The ID for the organization.
  • Org Description (required) – A short description of the organization.
  • Maximum Number of Users – The total number of users that can register for curriculums and courses within an organization. Enter 0 if you have a license for an unlimited number of users.
  • Allow Self-Registration – Whether students can self-register. Enable this to allow new students to create their own student records in the organization. This enables the Access Code field. Use the Access Code field to specify the access code used to allow new students to self-register. A blank field indicates that all students are allowed to self-register.
  • Header Color – The hexadecimal color code of the header. A preview of the color is provided.
  • Side Menu Color – The hexadecimal color code of the side menu. A preview of the color is provided.
  • Organization Logo – The full address of a file containing your organization logo in JPG or GIF format. The logo is displayed to the organization's students. If the logo resides on the Web, a full URL can be specified. To select a local file, click Upload to open the Upload window and click Browse. The recommended size is 210 x 56.
  • Organization Logo Icon – The full address of a file containing your organization logo icon in JPG or PNG format. The recommended size is 50 x 50. The logo is displayed to the organization's students. If the logo icon resides on the Web, a full URL can be specified. To select a local file, click Upload to open the Upload window and click Browse. For more information about using custom logos, see Using custom logos.

Note: If Allow Self-Registration is enabled, users will see the Create New User button on the Log In dialog box. If it is disabled, an administrator will need to set up and import all users. For details about adding users, see Viewing the user list.

Community tab fields

  • Chat Support – The level of chat capabilities allowed within the organization.
  • IM Support – The level of instant messenger capabilities allowed within the organization.
  • Discussion Board Support – The level of discussion board support allowed within the organization.
  • External Discussion Board URL – The Web address of the external discussion board.
  • Email Support – The level of email capabilities allowed within the organization.
  • Course/Session Email Restrictions – If No Org Level Email Allowed is set for Email Support, use this field to impose course and session email restrictions.
  • Allow Student-to-Student Email in the Discussion Board – Whether students in the organization are allowed to email each other in the discussion board.
  • Allow Email attachments – Whether users are allowed to attach files to emails.
  • News URL – The URL of the Website for content to be displayed on the News tab for the organization.

Note: If you Disable All Email Support at the Org level, it will disable it at the curriculum, course, and session level as well. (This will disable the Course/Session Email Restrictions item. The only time this item is enabled is when No Org Level Email Allowed is selected for Email Support.) When External Org Email Allowed is the selected option, email then becomes a required field during the creation of a new user. If the student does not have an email address, you can substitute the student's email address with a dummy email, for example, noreply@company.com. Another option is to key in the student's manager's email address so the manager can then notify the student of the information.

SubOrgs tab fields

  • Allow SubOrg Dependencies – Whether the SubOrg attributes have dependencies. When checked, you can define each sub-org's values dependent on the previous SubOrg's value. This results in nested levels of classification.
  • SubOrg0 through SubOrg7 – The definition of each SubOrg (for example, SubOrg0 is the definition of SubOrg0).

Note: Be aware, enabling sub-org dependencies will mean a great deal of manual entry to set this up, depending on how many of the sub-org categories you are using. For example, if you were to configure SubOrg0 to the state, SubOrg1 to the county, and SubOrg2 to the city, you would need to manually enter each city within each county within each state. In essence, you will have to build the entire tree structure. When sub-orgs are not dependent, users are categorized into mutually independent groups that allow independent levels of classification instead of nested levels of classification.

More SubOrgs tab fields

  • SubOrg8 through SubOrg15 – The definition of each SubOrg (for example, SubOrg8 is the definition of SubOrg8).

Personal Info tab fields

  • Personal Info 0 through Personal Info 7 – The definition of each personal information field (for example, Personal Info 0 is the definition of personal information field 0).

These fields can be used in custom reports that you generate. These fields are not available as filters for enrollment selection. However, they may be shown in standard reports by simply filling in a checkbox.

Note: Only when you add a field item in the Organization screen will the system add a tab on the Add User page where the value of that item can then be entered.

Curriculum Info, Course Info, and Session Info tab fields

  • Info 0 through Info 7 – The definition of each information field (for example, Info 0 is the definition of information field 0).

These fields can be used in custom reports that you generate. These fields are not available as filters for enrollment selection or in standard reporting.

Note: Only when you add a field item in the Organization screen will the system add a tab on the Add Curriculum screen where the value of that item can then be entered. This also happens for Course Info and Session Info.

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