Adding a user

You can add users to CourseMill by creating new user accounts. User accounts that do not appear in the user list cannot log in to CourseMill.

As an administrator, you define the permissions/role given to each user. There are generally five types of users in CourseMill: Student, Instructor, Reporter, Guest, and Administrator. See Understanding the user roles for more information.

You can also add user accounts by importing users, user information and optionally update existing user details by reading data from a simple text file. See Importing user data for more information.

To add a user account:

Open the Users side-tab and click Manage Users.

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.

Click Add User or right-click on the table and select Add User.

On the Add User window, complete the fields on the User Profile tab as follows. Fields marked with an asterisk (*) are required.

User Profile tab

Description

Active

Enable this check box to create an active user profile.

WCAG Assistance

Enable this check box to activate WCAG/508-compliancy. For details about CourseMill's WCAG/Section 508 features, see Enabling WCAG/Section 508 Compliancy.

User ID*

The user ID of the user.

First Name*

The first name of the user.

Middle Initial

The middle initial of the user.

Last Name*

The last name of the user.

Email

The email address of the user.

For organizations with External Org Email enabled, the email address is required.

Password*

The password of the user.

Confirm Password*

The password of the user.

Expiration*

The policy for managing the user's password. Select from Password Never Expires, User Cannot Change Password, User Must Change Password At Next Login, and Password Expires Every n Days (where n is defined by the managed property DefaultPasswordExpiration. For more information, see Properties for managing users.

Privileges

The role or roles assigned to the user. Enable the Guest check box to restrict the user to viewing course material only. Enable the Instructor check box to allow the user to register students, add course content, and generate gradebooks. Enable the Reporter check box to allow the user to generate reports.

Email progress reports on

Select the days of the week when reporters are to be sent progress reports of their assigned students.

CC Student Emails

Enable this check box to carbon-copy the notification emails for all the users assigned to this reporter.

A reporter with the CC Student Emails setting enabled receives all notifications enabled for the student. Reporters with a large student assignment population can receive considerable email on a consistent basis.

If your organization is integrating with the features of CourseMill Mobile, the Access tab is displayed. Click the Access tab and complete the fields as follows:

Access tab	Description
User can access content through CourseMill Mobile	Enable this check box to allow the user to access content using CourseMill Mobile.
Mobile Access Code	Specify the authentication code that the user is required to specify when registering their mobile device with the CourseMill Mobile server.
Last Mobile Sync	Displays the timestamp of the last time that the user's mobile device reported information to the CourseMill Mobile server.

If your organization collects demographic information, the Demographics tab is displayed.

The Demographics tab in the Add User dialog is made available by setting the managed property RequirePersonalInfo to either Mandatory or Optional. If it is set to Not Collected, the Demographics tab will not display. For details, see Adding and managing properties.

Click the Demographics tab and complete the fields as follows:

Demographics tab	Description
Address	The user's street address.
City	The user's city.
State/Province	The user's state or province.
Zip/Postal	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.
Accepted Terms of Use	The date when the student accepted the Terms of Use policy. Note that the system can force students to re-accept the Terms of Use policy at any time by resetting this value with the student's profile (based on the setting of the system property RecordTermsOfUseDateForExistingUsers).

Click the Permissions tab. Use the check boxes to create custom permissions for instructors and reporters. For more information about roles, see Understanding the user roles.

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Students cannot update these fields when updating their profile.

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By creating the custom role, the user has access to all functions in a particular area – curriculum, course/session or user.

Example: If an instructor is assigned Add Course capability, he or she can create a new course and all attributes of the course.

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Caution: Assign Delete permissions carefully. Once records are deleted they can only be recovered from a back-up file. For ELB Learning-hosted customers, the last 15 days of activity is readily available as well as Audit reports that can provide great detail. A warning message is provided during the Delete process requiring the user to confirm the decision to delete records.

Permissions tab

Description

Curriculums

Use this box to control whether the user can add and manage new curriculums.

Add Curriculum	The user can add curriculums.
Modify Existing	The user can modify the details of the curriculums.
Duplicate Curriculum	The user can duplicate curriculums.
Delete	The user can delete curriculums.
Register in Curriculum	The user can register students in the curriculum.

Courses/Sessions

Use this box to control whether the user can add and manage new courses and sessions.

Add Course	The user can add a course.
Add Session	The user can add sessions to a course.
Modify Existing	The user can modify the details of the course and its sessions.
Duplicate Course	The user can duplicate courses and sessions.
Delete	The user can delete courses and sessions.
Register in Curriculum	The user can register students in the course and session.
Modify Content	The user can modify content in a course.
Gradebook	The user can modify gradebooks.

Users

Use this box to control whether the user can add and manage new users.

Add User	The user can add a user.
Modify Existing	The user can modify the details of the user.
Delete	The user can delete the user.
Change Password	The user can change passwords.
Register a Student	The user can register a student.
Import User Data	The user can import user data.
Gradebook	The user can modify gradebooks.

Click the Sub-Orgs tab to specify the user's Sub-Org attributes. The Sub-Org attributes that are displayed, along with the available value settings, are the characteristics that were selected to define the organization's infrastructure. For details about defining Sub-Org attributes, see Adding an organization. Use the pull-down lists to assign specific values to each Sub-Org attribute.
Click the More Sub-Orgs tab to specify values to additional Sub-Org attributes.
Click the User Notes tab to specify notes about the user. Users cannot see or update this field when updating their profile.
Click Save.

The user record is added to the list of user IDs.