Add users and create user groups

In Adobe Learning Manager, you can assume the following roles:

• Administrator: An Administrator defines the training strategy for the organization. An Administrator can add learners, search required skills for learners, manage and assign courses, create learning plans, certifications, and learning programs, and manage reports for the entire organization.
• Author: Authors are Instructional Designers and content creators. An Author can add modules and courses to Learning Manager.
• Manager: A Manager manages the learning activities of a team. A Manager can nominate team members to take a course, approve requests from team members, and provide feedback on performance of their team members post-completion of training. Managers can also view reports for their team to track their performance.
• Learner: Learners can access courses, learning programs, and certifications assigned to them. Learners can also browse through all the available courses by using a catalog and enroll themselves for either courses, learning programs, or certifications.

As an Administrator, you can add users in three ways:

• Internal
• External
• User groups

Add a single user

To add users,

Add users in bulk

Typically, most organizations work with an HR Management System (HRMS), which maintains all employee records, such as, designation, location, date of joining, or employee hierarchy. You can export this data in a CSV format. To import a CSV, follow the steps below:

After you have selected the users, you can perform the following:

Register a user

With the user selected, click Actions on the upper-right corner and click Register.

The selected users receive a Welcome email. If the learners have an existing Adobe ID, they can click this link. If they don't have an existing Adobe ID, they can go ahead and click the Welcome link to create an Adobe ID and link it to their Learning Manager account.

Assign a role

After adding learners to the Adobe Learning Manager account, if you want to change their roles, click Actions on the upper-right corner of the page. Choose the option Assign Role. Here you can decide whether you want to give Author access or Admin access to the learner. After you have assigned a role, this learner has Author access to the account and can add modules and create courses. 

Remove a role

You can also remove Author or Admin access for the users. Select one or more learners, click Actions, and select Remove Role. Choose an option, for example, Remove Author, and the author access gets revoked for this learner. 

Delete a user

To delete a user, click Actions, and choose Delete User. On the confirmation dialog, click Yes, and the learner gets deleted.

Edit a user

On the list of users, choose a user, and click the user. On the user details, click the Edit () button. On the Edit User dialog, make the necessary edits and to save the changes, click Save.

Workflows for active fields and active field values preserving case sensitivity

In this release, Learning Manager preserves the case sensitivity of the user attribute and its value. For example, the case sensitivity of a user attribute is ‘location’ and its value as ‘PARIS’ will be preserved and displayed in the same manner. In case of any issues, the Administrator can now edit the attribute name and values to correct any case sensitivity errors. 

The Administrator can do this by visiting Admin app > Users > User groups and clicking on the group name.  

Admin can add and update allowed attribute values for a learner through UI.

Types of active fields:

• Groupable: Learners would get grouped on the basis of the Values
• Reportable: Reporting user groups would be created based on the active fields
• Exportable: The fields will be seen in exported in user group report.
  

Create a self-registration link

You can also enable employees in your organization to register themselves as Learners to Adobe Learning Manager Account, without taking help from you as an administrator. The administrator can create a Self-Registration link and share with the employees, who can further register to Learning Manager using their Adobe credentials.

On the upper-right corner of the page, click Add, and choose Self-Registration.

The Add Self-Registration Profile dialog appears. Give this profile a name. Then add the manager's name. It's important to know that the manager must already be registered Learner in Learning Manager.

After you click Save, a URL gets generated, which you can share with the learners, so that they can click the URL and self-register themselves.

Enroll external learners

In Adobe Learning Manager, you can also create Registration links for external partners or agencies with limited access to your account and provide them learning material.

There are a few differences between internal and external registrations.

To enroll external users, follow the steps below:

Enable an external profile

After an external profile has been created, you must enable its status. From the list of external profiles, choose the required profile, and toggle the status button.

This enables the External Enrollment link. A welcome email is automatically be sent to the partner. You can also copy the link and share with them by clicking the Copy URL icon (), or you can resend the welcome email to the partner organization by clicking the Mail icon ().

The partner manager can share the link with the employees who must take the training in Learning Manager. When they click the link, they can self-enroll themselves after filling out some details to create their profile on Learning Manager. These users will not appear on the Learners tab along with the internal employees. You can see their names under the External Learners tab.

Pause an external 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, choose a group or groups, click Actions from the upper-right corner of the page, and click Pause.

Resume an external profile

At any time, you can always revoke the paused state of an external partner and resume normal services. Click Actions at the upper-right corner of the page and choose Resume.

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 log in to the application.
• Pause - In this state, the registration process for external users is blocked. However, the existing users can continue to log in.

Check used seats

On the list of external profiles, click Seats Used. You can view the number of learners in the partner organization who have been added.

Delete a user

Choose a user, and from the upper-right corner, click Actions > Delete User.

Change profile

To move a user to another external profile, choose a user, from the upper-right corner, click Actions > Change Profile. From the list of profiles, choose a profile, and click Change.

Assign a role

Choose a user, and from the upper-right corner, click Actions > Assign Role > Make <role>. The user gets a new role.

Remove a role

Choose a user, and from the upper-right corner, click Actions > Remove Role > Remove <role>. The selected role gets removed from the list of roles that were assigned to the user.

Search for external users

In the list of external users, search for a user by typing the name of the user in the search bar. The top five matching names will be listed and you can choose any.

Create user groups

A User Group is a set of users who are related to a category. User Groups help administrators to select learners in their organization based on their attributes, and then assign learning content to them. Also, these User Groups enable administrators to assign customized logos and catalogs to learners and show customized reports on their progress.

To access User Groups, on the left navigation pane, click User Groups.

There are two types of groups in Adobe Learning Manager, Custom and Auto-generated. When you add learners to your account, some groups are automatically created based on their common properties.

To see the automatically created groups, click the tab Auto-generated.

You can see that there are different groups, like All Internal Users, All Managers, groups based on the Cost Center, based on the department, and based on the teams of the managers.

In addition to Auto-generated groups, you can create Custom groups. To add a new Custom Group, on the upper-right corner, click Add. 

This Custom Group is now created and added to the profile. The User Groups that you create are dynamic in nature. If new users are added with similar attributes, they're automatically added to the User Group.

Exclusion of user groups

At times you would want to exclude a small set of users from a large user group. This is required to enroll this specific set of users into training via Learning Plans or to setup the correct visibility of catalogs. In this release of Learning Manager, you can exclude learners or User Groups when you create a custom user group. In the Add User Group dialog, the Exclude Learners section enables you to achieve so.

For example, if you want to set up a Learning Plan so that all users belonging to location = California except Store-5 (located in California) get enrolled. 

Advanced settings

Active Fields

This feature enables administrators to add more active fields in addition to what has been provided during user registration. 

Click Active Fields available inside users page. Learners can only choose from the values given in custom values.

Configure Fields

Internal users

You can add custom value for user fields for internal users.

To add  custom values, follow these steps:

External users

Add custom values similar to that for internal users.

Settings

User Display

If the option Show only unfilled fields on Learner login is enabled, a user only sees the blank fields upon login.

Using this option, an Administrator can decide whether he/she wants to show the fields or hide them once these have been populated.

Restrict Active Fields in reports

Learning Manager 27.7 introduces two new options- Reportable and Exportable, for Active Fields.

For CSV fields and manually added fields, if an Active Field is marked as Reportable, the Active Field becomes searchable in a filter inside a dashboard report.

If an Active Field is marked as Exportable, then the Active Field appears in the Excel file upon downloading any Excel report.

These options appear for both internal and external Active Fields.

You can only delete a custom Active Field.

User Display

You can hide the entire ‘Complete your profile’ page from the learners. The page will not pop up once the learner logs in.

Note that the existing default behavior does not change. This is an optional capability now available to Administrators. 

Enable the options below:

Custom Roles

Add any field of your choice as part of your user information and click Save. After adding the fields, you can also cross check the availabilities of the fields in the Edit users dialog. 

After adding the fields, you can notice that the fields marked with tick mark are sourced from data source or CSV as mentioned in the below snapshot. Administrator can edit these sourced fields by enabling or disabling the fields. 

Values for active fields in Learning Manager

The values for active fields are fetched in the following ways: 

1. Learning Manager application imports metadata from data sources associated with your account. 
2. Metadata captured from the manually imported CSV file. 
3. Learners fill up metadata when they log in
4. Administrator enters data for the users. 

Learning Manager application creates user groups automatically, from these metadata. 

Add custom value

You can add custom value for user fields in the Internal and External user fields.

To add  custom values, follow these steps:

Values for CSV fields

Users can only choose from predefined fields for CSV fields if the Restrict Selection check-box is enabled.

Import Logs

In this space, you can view the CSV import history for the users the administrator has added using bulk import feature. You can also click Add at the upper-right corner of the page to add users using CSV upload feature. 

Multi-valued Active Fields

With this feature, you can have more than one field for an active field. In an account, there can be at most three multi-valued active fields. The multi-valued active fields are available for both external and internal users.

Once you mark an active field as multi-valued, you cannot convert it back to single valued. This is irreversible.

An existing single valued field cannot be marked as multi-valued field.

To create a multi-valued active field, follow the steps below:

Note: Once is the user group is created and the field is populated, multi values cannot be converted to single values, and vice versa.

Add multi-valued active field via CSV

Follow the steps below:

1. Create a CSV with the new active fields as columns (comma-separated or single values).
2. Import the CSV.
3. Mark the fields as multi-valued in the Values in Custom Fields dialog.
4. Import the CSV again.

The CSV must have a column with the same name as that of an active field that was marked as multi-valued.

The CSV contains the fields:

• User: User groups created as roles.
• Roles: Multi-valued active field with values.

If the CSV is re-uploaded with new values or deleted values, the active fields and groups also get updated accordingly.

Reports

All reports include the multi-valued active fields and their values.

The Administrator can add auto-generated active fields, and configure user activity and training reports.

The Learner Transcript report contains all the active fields and comma-separated values. The Administrator can then filter the data accordingly.

Frequently Asked Questions