Explained: Users – Civica Learning

The Users page provides functionality for administrators to manage all of the users defined on the lms. Administrators can add, edit and delete users manually, or import, update and export users via a CSV spreadsheet.

INFO: The exact functionality available to you as an administrator will depend on your role. For example, only users with a Global administrator role, can add or import users.

The Users page displays the users defined on the lms, sorted alphabetically, and with the user's first name, surname, email address, username and activation state, shown for each user. Note that where the user's email address and username are the same, only one value is displayed.

The first 100 users, based on the currently defined filters, are displayed, but if you scroll down the page, information for additional users is loaded automatically, up to a maximum of 5,000 displayed users.

The following standard filters are available in the SEARCH section:

Search. To find a user, enter a search string in the Search field, then click the Search icon (or press Enter on your keyboard). When you perform a search, the search function returns the users that match the specified search sting, and are ranked and displayed in the following order:
1. Users where the search string exactly matches their full Username, Display name, First name, Surname or Email address.
2. Users where the search string matches the start (any number of characters) of their Username, Display name, First name, Surname or Email address. For example, a search string of 'fr', would match users with first and surnames such as Fred Bloggs or John Franks.
3. Users where the search string exactly matches the full value of any other (i.e. not including Username, Display name, First name, Surname or Email address) profile field.
INFO: With your cursor in the Search input field, you can press ESC to reset your search text string.
Group. Select a group to filter the list of users.
OU. Select an Organisational Unit (OU) node to filter the list of users.
Role. Select a Role to filter the list of users.
All, Activated, Deactivated. Select the set of users to be displayed. The options are:
- All. All users defined on the lms.
- Activated. All users in an activated state.
- Deactivated. All users in an deactivated state.

The Advanced search button provides access to additional search capabilities.

Using Advanced search, administrators can select any combination of the profile properties (as defined on your Civica Learning) to build a search, using an AND operation (i.e. all specified search criteria must be met). The filters available for each search property, depend on the item type as follows:

Text property, e.g. Name, Surname, Email address, can be matched using:
- Is
- Is not
- Starts with
- Ends with
- Contains
Date property, can be matched using:
- Is
- Is before
- Is after
- Is between
Single choice property, can be matched using:
- Is one of
- Is none of
Multiple choice property, can be matched using:
- Has all of
- Has any of
- Has none of
Groups, can be matched using:
- Is a member of all
- Is a member of at least one of
- Is a member of none of
Organisational units, can be matched using:
- Is a member of all
- Is a member of at least one of
- Is a member of none of
Roles, can be matched using:
- Has all of
- Has any of
- Has none of

Note that Advanced search, when opened, will inherit any existing search criteria, that you have already defined using the standard Search function. The custom, All profile fields search property, is derived from any standard Search value you have defined, and if used, will search across all profile fields defined on your Civica Learning.

You can return to the standard search options by selecting Standard search.

INFO: Global administrators are able to access all users defined on the lms. User administrators will only be able to access users that are within the scope of their role.

To edit or view the information for a specific user, select the user in the displayed list. Once you have selected a user, you can edit their associated information using the options available on the Users | <user> page, in the SECTIONS section:

Profile. Update the user's profile information.
Groups. Manage the user's group membership.
Roles. Manage the user's roles.
Content. Manage the user's content.
Skills. Manage the user's skills.
External learning. Manage the user's external learning.
Awards. Manage the user's awards.
Points. Manage the user's points.
Certificates. Manage the user's certificates.
Notes. Manage notes associated with the user.

The Users | <user> page also provides the following ACTIONS:

Reset password. Reset the user's password.
Delete user. Delete the user.
Deactivate / Reactivate. Deactivate or reactivate the user.
Delete user's reports. Remove any existing reports and report templates owned by the user. Note that this operation cannot be undone.
Unlock. When users enter their password incorrectly too many times, their account will become 'locked', rather than deactivated. Further login attempts will always fail, but the user will continue to be in the Activated state, and be included in notifications and reports. Unlock allows admins to unlock the user account, so that the user can then enter a correct password (or reset their password) and login to Civica Learning.

Please refer to the appropriate How To articles for further information on the functions available when managing users.

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