Set up users in Learning Manager

In any LMS, including Learning Manager, managing users is an important aspect. Learning Manager allows you to classify users as internal and external. Internal users are those users that belong to a specific organization or a group. Generally, users within an enterprise are internal users. These users have specific learning objects with specific deadlines, as assigned by their managers or the administrator.

In contrast, external users are generally temporary users of a specific Learning Manager account. These users might access specific learning objects by clicking a temporary, external link that they receive over email. The external user profiles usually have an expiry date. For example, an organization that conducts certifications for Java may have any user who temporarily logs in to complete relevant courses and then attempt the certification. Usually, classroom trainings and courses meant for external users also have limited capacity.

Read on to know how to add internal users and external users in Learning Manager.

Set up external users

As an administrator, you might want to add external users such as employees of partner organizations to your Learning Manager account. To add external users:

Pause the external user profile

After adding an external user group to Learning Manager, you can also pause the external users registration process. When you pause, the external users registration process is blocked. However, this process works only when the users haven't registered yet by accepting the invitation. 

To pause the external user groups, click Actions from the upper-right corner of the page and choose Pause.

Resume external user profile

At any point in time, you can always revoke the blockage (pause) by choosing a Resume option. Click Actions at the upper-right corner of the page and choose Resume. 

External user states

In Learning Manager, the following states are applicable for external users: 

• Inactive state - In this state, the external users registration is expired. Administrators set the expiry date for the external users while adding them through the add user workflow. 
• Active state - In this state, the external users can register to the Learning Manager application, and also log in to the application. 
• Pause - In this state, the registration process for external users is blocked. However, the existing users can continue to login. 

Set up internal users

As an administrator, you might want to set up users for your enterprise or organization. These users are also called as internal users. Internal users can login to the application either using Single Sign On or using Adobe ID. These users can then access and consume the learning objects as per their requirements. To set up internal users for an organization, there are three possible ways:

• Adding users in bulk using a CSV
• Adding users through self-registration
• Adding a single internal user

Adding users using a CSV file

You can choose this method to add internal users if the number of users are large. When you use a CSV to add users for the first time, you must map the csv data contents to the application labels. Subsequently when you add new users or update the user data, the same mapping is retained. To add internal users in bulk:

Considerations when creating the CSV file for upload:

When you create the CSV file for uploading internal users, the following are some of the mandatory fields for which you must enter data: Employee’s Name, Employee’s Email, Employee’s Profile or Designation, and Manager Hierarchy.

The name and email of each employee can be mapped directly to the application data. Note that you must specify an email that is specified in the CSV file, as the Manager Email. You can either define the Manager ID when you create the CSV file, or you can specify the email ID that corresponds to the Manager ID when you upload the CSV file.

See a sample snapshot of a CSV file here:

To download a sample CSV file, download <give link to zip file>.

Setting up root user

Automating the bulk import of users.

Adding users through self-registration

Apart from adding internal users in bulk, you can also add users by self-registration. You can use self-registration to enable employees to register themselves as learners to your Learning Manager account. When you create a self-registration profile, a unique URL is created. Share this URL with the employee to enable them to register in Learning Manager.

Add single users in Learning Manager

Adding single users is the third method by which you can add internal users to your account. When you want to add a few users, this procedure is ideal. To add a single user:

Managing user groups in Learning Manager

User group is nothing but a set of users pertaining to a defined category. As an administrator, you can use user groups to select learners quickly based on their attributes. Further, you can quickly assign logos or catalogs to the group of users, and generate customized reports on their progress. 

There are two types of user groups in Learning Manager: Custom and Auto-generated. When you add learners to your account, some default groups are automatically created based on the roles and properties of the users in your account. These groups are the auto-generated. For example, a group with all learners, or all authors.

To view the Auto-generated user groups in Learning Manager, in the left pane click Auto-generated. The application displays a list of all the auto-generated user groups that are available for your account.

You can also create custom groups with a selected list of users in Learning Manager. Custom groups allow you to specify a name, description and the attributes for the user group. Custom groups that you create in Learning Manager are dynamic in nature. That is, if new users are added with similar attributes, they are automatically added to these user groups. 

Create custom user groups