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Bulk-archiving Users

Archive many users at once so they no longer appear in your user lists.

You can archive users in bulk. If you archive students, they will not appear on any lists within your interface.

Note: Some reports allow you to select from archived students. These are the Transcript Report and the Completions Report. Both have check boxes where you can select this option. Additionally, you can generate a list of archived students. For details, see Generating, downloading, and graphing reports.

Archive users

  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. Select the user ID of the user that you want to archive, right-click, and select Bulk Archive Users. You can select several users to archive. Press and hold the Ctrl key to select more than one user, then select Bulk Archive Users.
  4. Confirm to proceed with the operation.

The users are archived.

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.

File specifications

The tab-separated file must conform to the following specifications:

  • Use the Tab character (Hex 0x09) to separate data items.
  • Each row represents one user.
  • Each row must end with a carriage return/line feed.
  • The first row must contain field names used to locate the corresponding columns within the data. Order is not important.
  • If a header field name in the import file does not match one of the first four CourseMill column names shown below, you will get an error. If it does not match any of the others, you will not get an error message and the field will not be updated.
  • Unrecognized columns of data are discarded.

Column names

  • OrgID – The user's organization. This field is required.
  • ID – The user's user ID. This field is required.
  • LastName – The user's last name. This field is required.
  • FirstName – The user's first name. This field is required.
  • Password – The user's password. When importing a user for the first time, you can create a password by supplying this field. If you do not supply this field in the import file, the default password is inserted as the user's password. The default password is controlled using the ImportDefaultPassword managed property. On export, CourseMill provides a field for the password but does not insert it in that field.

    Note: When resetting current users' passwords, use a password other than the default password. If you do not, the password will not be modified.

  • PasswordResetType – Specifies what type of password changing restrictions are allowed. Options:
    • N = Password never expires.
    • X = User cannot change password.
    • T = Password expires every xx days, where xx is the number specified in the property DefaultPasswordExpiration.
    • M = User must change password at next log in.

    Note: The user setting will then switch to either N or T depending on the value specified in DefaultPasswordExpiration. If DefaultPasswordExpiration is zero (0), it will switch to N; if the value is greater than 0, it will switch to T.

  • EmailID – The user's email address. This field is optional but it is recommended that you specify the email address.
  • MiddleInitial – The user's middle initial.
  • Address – The user's address.
  • City – The user's city.
  • State – The user's state.
  • Zip – 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.
  • LangDef – The language preferred by the user. Options:
    • USA – English
    • BRA – Brazilian Portuguese
    • DEU – German
    • ESP – Spanish
    • FRA – French
    • HUN – Hungarian
    • POL – Polish
    • ZHS – Simplified Chinese
  • SubOrg 0-15 – Values for the custom fields that were defined when the organization was added. This field is optional but it is recommended that you specify SubOrg data. For detailed information about defining SubOrg fields, see Adding an organization.

    Note: If the AddSubOrgValuesOnImport property is set to yes, then any value in this column is added to the drop-down list of values for that corresponding SubOrg. If the organization is set up to use SubOrgs but they are not specified in the import file, the SubOrgs will be blank.

  • InstructorFlag, ReporterFlag, and ActiveFlag – Values for True or False representing the user's privileges. This field is optional but it is recommended that you specify these flags when appropriate. Use y, yes, or 1 for True. Use n, no, or 0 for False.

    Note: If the ReporterFlag is set to Yes, the check box for CC Student Emails is automatically checked.

  • TermsOfUseAccept – The date when the user accepted the Terms of Use policy. Depending on the database you are using, the time might also be exported.
  • Personal Info 0-15 – Values for the custom personal information fields that were defined when the organization was added. For detailed information about defining personal information fields, see Adding an organization.
  • CurrPermissions – Values representing the user's curriculum permissions. This field is optional but it is recommended that you specify the curriculum permissions. If allowing more than one value, separate each with commas. Values:
    • Cre = Add curriculum
    • Mod = Modify curriculum
    • Dup = Duplicate curriculum
    • Del = Delete curriculum
    • Reg = Register curriculum
  • CoursePermissions – Values representing the user's course permissions. If allowing more than one value, separate each with commas. Values:
    • Cre = Add course
    • Ses = Add session
    • Mod = Modify course
    • Dup = Duplicate course
    • Del = Delete course
    • Reg = Register in course
    • Imp = Import course content
    • Gbk = Grade book
  • UserPermissions – Values representing the user's permissions. This field is optional but it is recommended that you specify the user's permissions. If allowing more than one value, separate each with commas. Values:
    • Cre = Add user
    • Mod = Modify user
    • Del = Delete user
    • Reg = Register a student
    • Imp = Import user data
    • Gbk = Grade book
    • Pwd = Change password
  • ReportsTo – Reporters to be assigned to this student.
  • UserNotes – Notes to be associated with the user.
  • CurrID – Curriculum ID of the curriculum into which the student should be enrolled.
  • CourseID – Course ID of the course into which the user should be enrolled.

    Note: It is recommended that the course has at least one content item.

  • SessionID – Session ID of the session into which the user should be enrolled.
  • EnrollDate – Enrollment date for the course or curriculum.
  • PassDate – Date on which the CourseStatus change is applied.
  • CourseStatus – The user's status in the course. This can be any valid SCORM course status (including blank), such as:
    • Not Attempted
    • Incomplete
    • Completed
    • Passed
    • Exempted
    • Failed
    • Browsed
  • Score – The user's score for the course or session.
  • Comment – The comment you would like to make in the grade book as to why you changed the grade.
  • MergeOldID – Old ID that should be merged into the student ID.
  • MergeEmailNotify – Email address of the person to notify of success or failure of the merge.
  • RecordDate – Date on which the CourseStatus change is applied.
  • ScoreComment – A gradebook comment regarding the score or status for a session.
  • WCAG – Enables the WCAG/Section 508 features. Specify Y or 1 to enable the feature or N or 0 to disable the feature. For details about CourseMill's WCAG/Section 508 features, see Enabling WCAG/Section 508 compliance.

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