Users: Create, Edit and Delete

Article Links Introduction | Usernames and Passwords | Create a User | Reset Birth Year and Last 4 Digits of SSN | Edit a User | Delete a User | Change a User Team | Enable Alternate Password |  Manage a User's Active Assignments | Manage a User's Groups | Manage a User's Security Roles |

INTRODUCTION

Users are all employees in your organization. A user record may include demographic information about the employee such as name, address, username and password. In addition a user record can include a photo, display the user’s assigned roles and groups, and include attachments.

The LMS automatically assigns a newly created user in the security role called “Everyone”. This allows the user to take and complete training and view the Training and Home tabs. A user with the security role of “everyone” cannot perform any administrative functions or view the Administration or Content Tools tabs. Refer to the Security Roles article for directions to assign an administrative security role to a user.

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USER NAMES AND PASSWORDS

The first decision you will make when adding users to the LMS is to determine how your users will access the LMS. Usernames and password should be easy for your users to remember. Below are guidelines for creating usernames and passwords with examples.

Guidelines

Best Practices

• Usernames and password should be easy for your users to remember.
• Consider using something they are already know or use to access another software program.
• Turn on notifications to automatically notify users of the LMS web address and their login credentials.
• Refer to the Configuration article to learn how to set your Password security. You can require users to reset their password after their first login and set password expiration dates.

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CREATE A USER

Follow these steps to create a new user:

1. Click the Administration tab at the top of the screen.
2. Click the Organization link, then the Users link on the left menu bar.
3. Click the New button at the top of the Edit Users screen.
4. Click the Select button to the right of the Team field.
   1. Double click the desired team from the list of available records. (You can only choose one team) 
   2. You will be returned to the Create User screen.  The team will be pre-filled in the Team field.
      Notes: (1) Use search to the right of the Look For field to search for the desired team. (2)  A user can only be in one team at a time.
5. Complete any required-entry fields (denoted in red). Most required-entry fields are self-explanatory.  The following optional fields are explained as follows:
   1. Username: Type in the desired Username.
   2. Password:  Type in the desired Password.
   3. First Name: Type in the user's first name
   4. Last Name: Type in the user's last name
6. Complete any optional fields as desired (denoted in black).  Most optional fields are self-explanatory and are not listed below.  The optional fields listed below have been identified as requiring additional explanation and are described as follows:
   1. Email: Requires an email to send notifications of assigned training, training coming due or past due, lost password, and email recurring reports.
   2. Hire Date: Use calendar picker to enter the user's hire date in a MM/DD/YYYY format.
   3. Termination Date: Use the calendar picker to enter the user's termination date in the MM/DD/YYYY format when applicable.
   4. 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. This is helpful when you have employees that supervise multiple teams or departments.  Instead of having to remember which departments and teams they supervise, you can filter by supervisor and all employees will appear on the report.
   5. Job Title: Enter the user's job title.
   6. Address, City, State and Zip: Enter the user's street address when applicable.
      Note:  (1) This field is an optional field and does NOT have to be entered. These fields are typically used by administrators using the Incident Management System as they pre-fill data on the OSHA Form 300-A: Summary of Work Related Injuries and Illnesses. (2) These fields can be suppressed so they cannot be viewed or changed by anyone that does not have a Master security role. This prevents anyone except Master Administrators from viewing or editing the address in the User Record. (3) Please contact support@convergencetraining.com to request Hide User Address be enabled or disabled.  
   7. 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.
      Notes: (1) The year field is an optional field and does NOT have to be entered. (2) Once the year is entered and saved, the year field will be encrypted and the text "ON FILE" will be displayed in place of the data entered. (3) Refer to the Reset Birth Year and Last 4 Digits of SSN article below to reset the data in those fields. 
   8. Gender: Indicate male or female.
   9. Last 4 Digits of SSN: Used by the Incident Management System and populates on the MSHA Form 7000-1.  This field applies to the MSHA LMS only and will not be present in the Enterprise LMS.
      Notes: (1) This field is an optional field and does NOT have to be entered. (2) Once the data is entered and saved, the field will be encrypted and the text "ON FILE" will be displayed in place of the data entered. Only Master Administrators will be able to reset and edit these fields. (3) Refer to the Reset Birth Year and Last 4 Digits of SSN article below to reset the data in those fields.
   10. Renewal Date: Convergence Training use only
   11. Renewal Period: Convergence Training use only
   12. 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.
   13. Timezone Persistence: When checked, the time zone value entered above will not change if the user changes the default time zone on their computer.
7. Click the Save button.
8. Click the Close button after the User Created confirmation appears.
9. Your newly created user will appear on the Manage Users screen after selecting the Refresh button.

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RESET BIRTH YEAR AND LAST 4 DIGITS OF SSN

In order to reset birth year or last 4 digits of the SSN, you must have the Encrypted Field Reset function added to your security role.  Please contact your company's system administrator to ask them to add this function to your security role, or contact our support team at support@convergencetraining.com to add this function to your security role.

Follow these steps to reset the birth year and last 4 digits of a user's SSN:

1. Click the Administration tab at the top of the screen.
2. Click the Organization link, then the Users link on the left menu bar.
3. Click the Other Actions button at the top of the Edit User's screen.
4. Select the Reset Birth Year or Reset Last 4 digits of the SSN.
   Note: If the Reset Birth Year or Reset Last 4 Digits of the SSN options do not appear it is either because you do not have the security role or there is no existing data in those fields to reset.
5. Click the YES button on the Reset screen that states this action will remove the current value.
6. Scroll down to the Birth Year field or the Last 4 Digits of SSN field.
7. Add the new or corrected data to the desired field.
8. Click the Save button.
9. The field data will be encrypted and display ON FILE.

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EDIT A USER

You may need to edit a user record when you want to change a user's team or modify data collected on the user record such as email address, phone or change a user's name.

Follow these steps to edit a user record.

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then the Users link on the left menu bar.
3. Search and locate the user following the directions provided in the Using Search article.
4. Click the Edit button to the left of the desired user name.
5. Make the desired changes on the Edit User screen.
6. Click the Save button located on the menu bar.
7. Click the Close button after the Changes Saved confirmation appears.
8. You will be returned to the Manage Users screen.

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CHANGE A USER'S TEAM

A user’s team can be changed at any time. When a user’s team is changed, it may also change the training the user is assigned. In many cases, training will be previously assigned to Teams, Departments, Sites and/or Regions/Districts and therefore to the users in those organizational units.

Follow these steps to change a user team.

1. Open the Administration tab at the top of the screen.
2. Select the Organization link, then the Users link on the left menu bar.
3. Search and locate the user following the directions provided in the Using Search article
4. Click the Edit button to the left of the desired user name.
5. Click the Select button to the right of the Team field.
   1. Select the desired organization unit from the Look for drop down list.
   2. Select the desired organization from the list of available records.
   3. Click the Select button.
      Notes: (1) Use search to the right of the Look For drop down list feature if there are more teams than fit on a page. (2) A user can only be in one team at a time and an unlimited number of groups.
6. Click the Save button located on the menu bar.
7. Click the Close button after the Changes Saved confirmation appears.
8. You will be returned to the Manage Users screen.

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ENABLE ALTERNATE PASSWORD

This section allows you to set up a secondary, expiring password for a user to use with our mobile apps. This will be especially useful to allow single sign-on users to use the mobile apps via a secondary password when outside of their company’s network.

This Alternate Password section will only be visible when both these functions are enabled:

1. Your security role has the "Manage Alternate Passwords" function enabled. Please refer to the Security Roles: Create a Custom Security Role to view where to enable alternate passwords.
2. You have enabled alternate passwords on the System >> Configuration screen. Please refer to Configuration article to learn how to enable alternate passwords.

Generate New Password

Click this button to generate a new alternate password for the following reasons:

1. An alternate password does not exist for the user
2. The password displays On File and you wish to change the password because the user's existing password has been compromised.

The password and expiration date will appear in the Password Expires field.  You can provide the password to your employee. The password will be visible until you exit the user record.

View Password

Click this button to view an existing password that is already on file. You can provide the password to your employee. The password will be visible until you exit the user record. 

Delete Password

Click this button when you want to delete an alternate password.  The user will no longer be able to use the alternate password and the Password field will display "An alternate password does not exist for this user".

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MANAGE A USER'S ACTIVE ASSIGNMENTS

You can add or edit an existing assignment on the user record.  Viewing active assignments on the user screen is very helpful when troubleshooting assignments.

Follow these steps to add or manage an existing assignment:

1. Open the Administration tab at the top of the screen.
2. Select the Organization link, then the Users link on the left menu bar.
3. Search and locate the user following the directions provided in the Using Search article.
4. Click the Edit button to the left of the desired user name.
5. Scroll down the page to the Advanced Properties section.
6. Click on the Active Assignments tab.
7. To add an assignment:
   1. Click the New Assignment button.
   2. Refer to the following articles to learn how to add an assignment: Assign Training: Basic Scheduling or Assign Training: Advanced Scheduling.
   3. Click the Save button on the Edit Assignment Screen.
   4. You will be returned to the Edit User screen.
   5. Click the Save button.
   6. Click the Close button.
   7. You will be returned to the Manage Users screen.
8. To manage an assignment:
   1. Click the edit icon to the left of the desired assignment.
   2. Refer to the following article to learn how to manage an assignment: Assignments: Manage Assignments (Edit and Unassign)
   3. Click the Save button on the Edit Assignment Screen.
   4. You will be returned to the Edit User screen.
   5. Click the Save button.
   6. Click the Close button.
   7. You will be returned to the Manage Users screen.

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MANAGE A USER'S GROUPS

You can add or remove a user to and from one or more groups.

Follow these steps to add or remove a user from one or more groups:

1. Open the Administration tab at the top of the screen.
2. Select the Organization link, then the Users link on the left menu bar.
3. Search and locate the user following the directions provided in the Using Search article.
4. Click the Edit button to the left of the desired user name.
5. Scroll down the page to the Advanced Properties section.
6. Click on the Group Membership tab.
7. Click on the Update Group Membership button.
8. To add groups:
   1. Click the checkbox to the left of the desired group(s) from the list of available records table.
   2. Click the right arrow to move the selected items to the selected records table.
   3. Click the Select button.
9. To remove groups:
   1. Click the checkbox to the left of the desired group(s) from the list of selected records table.
   2. Click the left arrow to move the selected items to the available records table.
   3. Click the Select button.
      
10. Click the Save button located on the menu bar.
11. Click the Close button after the Changes Saved confirmation appears.
12. You will be returned to the Manage Users screen.

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MANAGE A USER'S SECURITY ROLES

You can add or edit an existing security role on the user record.

Follow these steps to add or manage an existing security role:

1. Open the Administration tab at the top of the screen.
2. Select the Organization link, then the Users link on the left menu bar.
3. Search and locate the user following the directions provided in the Using Search article.
4. Click the Edit button to the left of the desired user name.
5. Scroll down the page to the Advanced Properties section.
6. Click on the Security Roles tab.
7. To add a security role:
   1. Click the Assign Role button.
   2. Refer to the following articles to learn how to add a security role: Security Role: View, Assign, Unassign, Copy.
   3. Click the Save button on the Edit Security Role Screen.
   4. You will be returned to the Edit User screen.
   5. Click the Save button.
   6. Click the Close button.
   7. You will be returned to the Manage Users screen.
8. To delete a security role:
   1. Click the delete icon to the left of the desired security role.
   2. Click the Yes button on the confirmation screen.
   3. Click the Save button.
   4. Click the Close button.
   5. You will be returned to the Manage Users screen.

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DELETE A USER

Deleting a user is generally discouraged as all completion records associated with that user are also deleted. Instead, deactivate a user. Refer to the Users: Deactivate and Activate article for the steps to deactivate a user. Follow these steps to delete a user record.

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

Should a user be deleted in error, email support@convergencetraining.com. Support can generally restore the deleted user and their completion records.

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