Adding an organization

Global administrators can add an organization. Specify settings that define the organization, such as allowing self-registration, limiting the maximum number of users, and defining the infrastructure. If enabled, you can also specify whether the organization has access to other ELB Learning products.

When you add an organization, you define the organization's infrastructure by specifying the sub-levels of the organization, called sub-orgs. You can organization users based on any attribute of the user directory. For example, a simple scenario to organize users would involve defining sub-org attributes by Site, Department, and Manager. You can define up to 16 sub-org attributes. After you have defined and saved the sub-org definitions, use the Set SubOrg Values button to specify values for the sub-org attributes. For details, see Setting sub-org values.

Fields and controls are provided for defining your organization.

Additionally you can define custom information fields. You define additional information fields (for example, Department) that should be associated with curriculums, courses, and sessions. When adding a curriculum, course, or session, supply the appropriate information within these information fields to categorize or tag them with pertinent information for your organization.

To add an organization:

  1. Open the Admin Tasks side-tab and click Manage Orgs.

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

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

    Organization tab Description

    Org ID*

    The ID for the organization.

    Org Description*

    A short description of the organization.

    Maximum Number of Users

    The total number of users that can register for curriculums and courses within an organization. Enter 0 if you have a license for an unlimited number of users.

    Allow Self-Registration

    Whether students can self-register. Enable this to allow new students to create their own student records in the organization. This enables the Access Code field. Use the Access Code field to specify the access code used to allow new students to self-register. A blank field indicates that all students are allowed to self-register.

    • If Allow Self-Registeration is enabled, users will see the Create New User button on the Log In dialog box.

    • If Allow Self-Registeration is disabled, an administrator will need to set up and import all user. For details about adding users, see Adding and managing user access.

    Enable Org for use with Mobile

    This section is displayed if your system has been enabled to control access with the CourseMill Mobile features. Enable the Enable Org for use with Mobile check box to allow users within the organization to access the features available within the CourseMill Mobile product. This enables the Max Allowed Mobile Users field. Use the Max Allowed Mobile Users field to specify the maximum number of users that are allowed to access the CourseMill Mobile features. This number must be larger than the value displayed for Current Mobile Users and less than the number of remaining CourseMill Mobile users that have not been allocated across all other organizations. Current Mobile Users displays the number of users within the organization that have been enabled for CourseMill Mobile use. Active System-Wide Mobile Users displays the total number of defined CourseMill Mobile users across all organizations and the total number of CourseMill Mobile users allowed for the entire system.
    Header Color The color by color code of the header. A preview of the color is provided.
    Side Menu Color The color by color code of the side menu. A preview of the color is provided.

    Organization Logo

    The full address of a file containing your organization logo in jpg or gif format. The logo is displayed to the organization's students. If the logo resides on the Web, a full URL can be specified. To select a local file, click Upload to open the Upload window and click Browse. The recommended size is 210 x 56.
    Organization Logo Icon

    The full address of a file containing your organization logo icon in jpg or png format. The recommended size is 50 x 50. The logo is displayed to the organization's students. If the logo icon resides on the Web, a full URL can be specified. To select a local file, click Upload to open the Upload window and click Browse. For more information about using custom logos, see Using custom logos.

  4. Click the Community tab and complete the fields as follows:

    Community tab Description

    Chat Support

    The level of chat capabilities allowed within the organization.

    IM Support

    The level of instant messenger capabilities allowed within the organization

    Discussion Board Support

    The level of discussion board support allowed within the organization.

    External Discussion Board URL

    The Web address of the external discussion board.

    Email Support

    The level of the email capabilities allowed within the organization.

    • If you Disable All Email Support at the Org level, it will disable it at the curriculum, course, and session level as well. (This will disable the Course/Session Email Restrictions item. The only time this item is enabled is when No Org Level Email Allowed is selected for Email Support.)

    • When External Org Email Allowed is the selected option, email then becomes a required field during the creation of a new user. If the student does not have an email address, you can substitute the student’s email address with a dummy email, for example, noreply@company.com. Another option to key in could be the student’s manager’s email address so the manager can then notify the student of the information.

    Course/Session Email Restrictions

    Should No Org Level Email Allowed is set for Email Support, use this field to impose course and session email restrictions.

    Allow Student to Student Email in the Discussion Board

    Whether students in the organization are allowed to email each other in the discussion board.

    Allow Email attachments

    Whether users are allowed to attach files to emails.

    News URL

    The URL of the Website for content to be displayed on the News tab for the organization.

  5. Click the Sub-Orgs tab and complete the fields as follows:

    Sub-Orgs tab

    Description

    Allow Sub-Org Dependencies

    Whether the sub-org attributes have dependencies. When checked, you can define each sub-org’s values dependent on the previous sub-org’s value. This results in nested levels of classification.

    Be aware, enabling this will mean a great deal of manual entry to set this up, depending on how many of the sub-org categories you are using. For example, if you were to configure Sub Org 0 to the state, Sub Org 1 to the county, and Sub Org 2 to the city, you would need to manually enter each city within each county within each state.

    In essence, you will have to build the entire tree structure. When sub-orgs are not dependent, users are then categorized into mutually independent groups that allow independent levels of classification instead of nested levels of classification.

    Sub-Org 0

    The definition of sub-org 0.

    Sub-Org 1

    The definition of sub-org 1.

    Sub-Org 2

    The definition of sub-org 2.

    Sub-Org 3

    The definition of sub-org 3.

    Sub-Org 4

    The definition of sub-org 4.

    Sub-Org 5

    The definition of sub-org 5.

    Sub-Org 6

    The definition of sub-org 6.

    Sub-Org 7

    The definition of sub-org 7.

  6. If you need to configure additional sub-org attributes, click the More Sub-Orgs tab and complete the fields as follows:

    More Sub-Orgs tab

    Description

    Sub-Org 8

    The definition of sub-org 8.

    Sub-Org 9

    The definition of sub-org 9.

    Sub-Org 10

    The definition of sub-org 10.

    Sub-Org 11

    The definition of sub-org 11.

    Sub-Org 12

    The definition of sub-org 12.

    Sub-Org 13

    The definition of sub-org 13.

    Sub-Org 14

    The definition of sub-org 14.

    Sub-Org 15

    The definition of sub-org 15.

  7. Click the Personal Info tab to optionally define eight configurable student-specific personal information columns. For example, you may want to list a cell phone number or emergency contact for a user. 

    These fields can be used in custom reports that you generate. These fields are not available as filters for enrollment selection. However, they may be shown in standard reports by simply filling in a check box.

    Only when you add a field item in the Organization screen will the system add a tab on the Add User page where the value of that item can then be entered.

    Personal Info tab

    Description

    Personal Info 0

    The definition of personal information field 0.

    Personal Info 1

    The definition of personal information field 1.

    Personal Info 2

    The definition of personal information field 2.

    Personal Info 3

    The definition of personal information field 3.

    Personal Info 4

    The definition of personal information field 4.

    Personal Info 5

    The definition of personal information field 5.

    Personal Info 6

    The definition of personal information field 6.

    Personal Info 7

    The definition of personal information field 7.

  8. Click the Curriculum Info, Course Info, and Session Info tabs to optionally define custom information fields. For example, you may want to assign an account code to a curriculum for revenue tracking or assign a cost to a course to track the return on investment.

    These fields can be used in custom reports that you generate.

    These fields are not available as filters for enrollment selection or in standard reporting.

    Only when you add a field item in the above Organization screen, will the system add a tab on the Add Curriculum screen where the value of that item can then be entered. This also happens for Course Info and Session Info.

    Curriculum, Course & Info tabs

    Description

    Info 0

    The definition of information field 0.

    Info 1

    The definition of information field 1.

    Info 2

    The definition of information field 2.

    Info 3

    The definition of information field 3.

    Info 4

    The definition of information field 4.

    Info 5

    The definition of information field 5.

    Info 6

    The definition of information field 6.

    Info 7

    The definition of information field 7.

  9. Click Save.

The organization is updated.

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