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Regions: Create, Edit and Delete

Convergence Training Support
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Article Links Introduction | Create a Region | Customize the Learner Dashboard |  Edit a Region | Delete a Region |

The Express LMS is a basic feature LMS and does not include all the features of a full service LMS. The Express LMS does not include the ability to create or modify regions. The Express LMS is limited to ONE region.

 

INTRODUCTION

A region is the second level in the organizational structure.
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Regions are typically represented as geographical areas. For example, North, South, East or West  OR business units. For example, Paper, Timber, Recycling. You can create an unlimited number of Regions within your organization.

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CREATE A REGION

Follow these steps to create a region:

Red fields = required entry; Black fields = optional entry

  1. Click the Administration tab at the top of the screen.
  2. Click the Organization Menu, then the Regions link on the left navigation bar.
  3. Click the New button at the top of the Manage Regions screen.
  4. Organization: Click the Select button to the right of the Organization field.
    1. Click the checkbox to the left of the organization name
    2. Select the organization from the list of available records.
    3. Click the Select button
    4. You will return to the Create Region screen.
  5. Name: Type the Region Name.
  6. External ID:  Leave this field blank.  This field will be automatically populated when the LMS has been set up to synchronize with your Human Resources system (AKA HR Sync). Do not change the value of this field unless directed to by a support team representative. Changing the value in the field will cause the import data from your HR system to populate incorrectly in the LMS.
  7. Notification E-mail: When the Training Completed notification is turned on, it will be sent to the email address listed in this field.  The LMS will attempt to send this notification to any email address in the Notification Email field listed in the Team record first.  If no email address is entered in the Notification Email filed on the Team record, the LMS will attempt to send an email to the Notification Email address entered for successively larger organizational units.  If the LMS cannot find an email address entered in any Notification Email field at any organization level it will not send the Training Completed Notification.
  8. Supervisor: Selecting a supervisor will allow you to filter by supervisor on two reports: Qualification Completion Matrix by Supervisor and the Activity Due Date reports.
    MSHA LMS: Use the Supervisor field to select the Person Responsible for Health and Safety.
  9. Timezone: Adjusts the start and end times for classes and assignments assigned to users or organization units to the time zone specified in this field.
  10. Max Active Users: Customer Campus Only. Allows Customer Campus LMS administrators to limit the number of active users within the specified organizational unit.
    Note: While you can limit the number of users at all organization unit levels, Convergence Training Recommends that the Max Active Users be entered at the Company level.
  11. Max Save Capacity (MB): Limit the amount of LMS server storage available in megabytes (MB) for imported and created content for the specified organizational unit. To remove the restriction, set the field to "0."
  12. Click the Save button.
  13. Click the Close button after the Changes Saved confirmation appears.
  14. Your newly created region will appear on the Manage Regions screen.

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CUSTOMIZE THE LEARNER DASHBOARD

The Home tab can be customized by an LMS administrator to present “widgets” that allow users another method to view their progress or view and launch activities assigned to them. A “widget” is defined as a visual display that groups elements of the LMS together so the user can easily view, move to, or launch various activities in the LMS. The screen shot shows an example of the widgets that are available to select from.

Refer to the Home Tab: Customize the Learner Dashboard article to learn how to customize the dashboard on the Home page.

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EDIT A REGION

Follow these steps to edit a region:

  1. Click the Administration tab at the top of the screen.
  2. Click the Organization link, then the Regions link on the left menu bar.
  3. Search and locate the region following the directions provided in the Using Search article.
  4. Click the Edit button to the left of the desired region name.
  5. Make any changes desired to the fields below:
  6. Organization: Click the Select button to the right of the Organization field.
    1. Click the checkbox to the left of the organization name
    2. Select the organization from the list of available records.
    3. Click the Select button
    4. You will return to the Create Region screen.
  7. Name: Type the Region Name.
  8. External ID:  Leave this field blank.  This field will be automatically populated when the LMS has been set up to synchronize with your Human Resources system (AKA HR Sync). Do not change the value of this field unless directed to by a support team representative. Changing the value in the field will cause the import data from your HR system to populate incorrectly in the LMS.
  9. Notification E-mail: When the Training Completed notification is turned on, it will be sent to the email address listed in this field.  The LMS will attempt to send this notification to any email address in the Notification Email field listed in the Team record first.  If no email address is entered in the Notification Email filed on the Team record, the LMS will attempt to send an email to the Notification Email address entered for successively larger organizational units.  If the LMS cannot find an email address entered in any Notification Email field at any organization level it will not send the Training Completed Notification.
  10. Supervisor: Selecting a supervisor will allow you to filter by supervisor on two reports: Qualification Completion Matrix by Supervisor and the Activity Due Date reports.
    MSHA LMS: Use the Supervisor field to select the Person Responsible for Health and Safety.
  11. Timezone: Adjusts the start and end times for classes and assignments assigned to users or organization units to the time zone specified in this field.
  12. Max Active Users: Customer Campus Only. Allows Customer Campus LMS administrators to limit the number of active users within the specified organizational unit.
    Note: While you can limit the number of users at all organization unit levels, Convergence Training Recommends that the Max Active Users be entered at the Company level.
  13. Max Save Capacity (MB): Limit the amount of LMS server storage available in megabytes (MB) for imported and created content for the specified organizational unit. To remove the restriction, set the field to "0."
  14. Click the Save button.
  15. Click the Close button after the Changes Saved confirmation appears.
  16. Your newly created region will appear on the Manage Regions screen.

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DELETE A REGION

Before deleting a region, verify there are no users assigned to the region. Deleting a region with users will delete the teams, departments, sites and user records and all completion records associated with those users. Refer to the Users: Change a User Team article for the steps to move users to a new team before deleting a region. Follow these steps to delete a region:

  1. Click the Administration tab at the top of the screen.
  2. Click the Organization menu, then the Region link on the left navigation bar.
  3. Search and locate the region following the directions provided in the Using Search article.
  4. Click the red Delete button to the left of the desired region name.
    Note: If the Delete button is inactive, you have not been assigned the Master administration role and will be unable to delete regions.
  5. Click the Yes button on the Confirm Delete screen.
  6. Click OK on the Delete Succeed confirmation screen. The region will be deleted from the LMS.

Should a region be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted region and any lost user data and their completion records. If deleting regions is part of a larger re-organization effort, contact support@convergencetraining.com. They may be able to provide assistance to automate the reorganization.

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