Bulk-archiving users

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

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 reports.

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 field.

• 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 as 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 will be discarded.

• Include the following column names:

  Column name	Description
  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 will be inserted as the user’s password. The default password is controlled using the ImportDefaultPassword manage property. On export, CourseMill will provide a field for the password but does not insert it in that field. 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 are: 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. Upon successfully logging in and changing the password, the user setting will be set to the value of the DefaultPasswordReset managed property. If the DefaultPasswordReset value is M (for must change), then the user setting will be set to either N or T depending on the value specified in DefaultPasswordExpiration. If DefaultPasswordExpiration is zero (0 days), it will be set to N; if the value is greater than 0, it will be set 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 are: 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 sub-org data. For detailed information about defining Sub-Org fields, see Adding an organization. If the AddSubOrgValuesOnImport property is set to yes, then any value in this column will be added to the drop down list of values for that corresponding sub-org. If the organization is set up to use Sub-Orgs but they are not specified in the import file, the sub-orgs will be blank.
  GuestFlag, InstructorFlag, ReporterFlag, and ActiveFlag	Values for True or False presenting 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. There really is no need to ever import a guest as you will typically only have one, at most. Once a user is set to Guest, it can never be changed to anything else. If a user is already a reporter or instructor, it can’t be changed to a guest. If the ReporterFlag is set to Yes, the check box for CC Student Emails will automatically be 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. Specify the values as follows. If allowing more than one value, separate each with commas. Cre Add curriculum Mod Modify curriculum Dup Duplicate curriculum Del Delete curriculum, Reg Register curriculum
  CoursePermissions	Values representing the user's course permissions. Specify the values as follows. If allowing more than one value, separate each with commas. 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. Specify the values as follows. If allowing more than one value, separate each with commas. 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	CourseID of the course into which the user should be enrolled. It is recommended that the course has at least one content item.
  SessionID	SessionID 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 of 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 of 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 person to notify of success/failure of merge
  RecordDate	Date on which the CourseStatus change is applied
  ScoreComment	A gradebook comment regarding the score or status for a session
  MobileUser or MobileUserFlag	Indicates that the student is authorized to use CourseMill Mobile features
  MobileUserActivation or MobileActivation	The user's mobile user activation code
  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 Compliancy.

To 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. Use the fields as follows:

   Search Field	Description
   Org ID	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 last name.
   More Options	Click this to display more search criteria items if sub-org settings have been defined, such as Region, Department, Location, and Job Title.

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 user you want to archive then select Bulk Archive Users.

4. Confirm to proceed with the operation.

The users are archived.

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