Configuration

Article Links Introduction | Display Resolution | Password Policy | Default Options for New Users |  Training Plan Options for New Users | Alternate Passwords | Training Settings | Attachment Repository | Display External ID | Completion Record Settings | Job Settings | Report Server | Email Setup |

INTRODUCTION

Configuration allows an administrator to customize the appearance of the Home and Training Tab and make other global settings such as:

• Password Policy settings
• Elective settings
• Specify your attachment repository
• Completion Record settings
• and more....

The article below is presented in the same order as each setting.

CHANGE LOCATION (ORGANIZATION UNIT)

Changes to Configuration can be made for the entire Organization or by Region (Enterprise  and MSHA LMS), Company (Customer Campus LMS). Change the organization unit first if your change is to be made to a region of your organization.

Refer to the Change Location (Organization Unit) article to learn more about changing your location.

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DISPLAY RESOLUTION

The display resolution defaults to the optimal resolution to display CBTs launched by the learner in the LMS.  This setting can be changed on the Configuration screen for all CBTs or changed each time a CBT is imported in the LMS.

Follow these steps to change the default display resolution:

1. Click the Administration tab at the top of the screen.
2. Click System link then the Configuration link on the left menu bar.
3. Follow the steps to Change the Organization Unit, if required.
4. Complete the following fields in the Display Resolution Section  as follows:
   1. Default Display Width: Type the desired width.
   2. Default Display Height: Type the desired height.
5. Click the Save button located on the button bar at the top of the screen.

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PASSWORD POLICY

The settings in this section allow you to require new users to change their password the first time they log in and/or set a password expiration timeframe to force users to change their password on a regular basis.

Follow these steps to set your password policy:

1. Click the Administration tab at the top of the screen.
2. Click System link then the Configuration link on the left menu bar.
3. Follow the steps to Change the Organization Unit, if required.
4. Complete the following fields in the Password Policy Section  as follows:
   1. Reset on Next Login: Check the checkbox to require:
      1. New users change their password the first time they log in AND
      2. Existing users change their password the first time they login after their password has been reset by an administrator
   2. Password Expiration: Check the checkbox AND enter the desired number of days that you will require all users to reset their passwords.
   3. Password History: Check the checkbox AND enter the desired number of passwords remembered. This will prevent a user from using the same password for the number previous passwords set.
   4. Password Failure Lockout: Check the checkbox AND enter the number of attempts that a user can enter an incorrect password before they are locked out of the LMS.
   5. Forgotten Password Reset Limit: Check the checkbox and enter the number of attempts a user can reset a forgotten passowrd within a 24 hour period.
5. Click the Save button located on the button bar at the top of the screen.

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DEFAULT OPTIONS FOR NEW USERS

The settings in this section allow you to:

• Set the default tab users will view FIRST after logging into the LMS and/or
• Require acceptance of the terms use the first time a new user logs in (not required)

Follow these steps to set default options for new users:

1. Click the Administration tab at the top of the screen.
2. Click System link then the Configuration link on the left menu bar.
3. Follow the steps to Change the Organization Unit, if required.
4. Complete the following fields in the Default Options for New Users section.
   1. Default Tab After Login: Select the tab your users will view first.  Choose from the available selections: Home, Training or Catalog tab.
   2. Display Terms of Use: Check the checkbox if you will require acceptance of the terms of use of the LMS the first time a user logs in to the LMS.
5. Click the Save button located on the button bar at the top of the screen.

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TRAINING PLAN OPTIONS FOR NEW USERS

The settings in this section allow you to change the default settings a learner sees when they log in to the LMS and click on the Training tab.
Notes: (1) When you make changes to this area, it will affect new users only. Existing users will not be impacted by the change you make on this screen. (2) Users can override any settings the Administrators make in this section.

Follow the steps below to set the Training Plan Options:

1. Click the Administration tab at the top of the screen.
2. Click System link then the Configuration link on the left menu bar.
3. Follow the steps to Change the Organization Unit, if required.
4. Complete the following fields in the Training Plan Options for New Users section:
   1. Default List By: Allows you to change the way the training is organized on the Training tab. Select from:
      • Alphabetical: Activities will be displayed in alphabetical order.
      • Completion Status: Activities will be displayed by completion status.
      • Due Date: Activities will be displayed by due date.
      • Qualification View: Default setting. Activities will displayed by qualification.
      • Type: Activities will be displayed by activity type. For example, document, CBT, quiz, etc.
   2. Default Filters and Settings: Allows you to filter the view by status and activity type on the Training tab.
      • Filter by Status: Activities will not display on the Training tab for any unchecked status.
      • Filter by Activity Type: Activities will not display on the Training tab for any unchecked Activity Type.
   3. Additional Settings: Allows you to display the following:
      • Show Electives: Electives will not display on the Catalog tab if electives this box is unchecked.
      • Show Training Plan Expanded: Activities, Qualifications/Training Programs and Electives will display in a collapsed view if this box is unchecked.
   4. Default Display View Type: Displays activities on the training tab in a list view, small icons or large icons.
   5. Default Grid Page Size: Changes the total number of activities that display on the training tab.
5. Click the Save button located on the button bar at the top of the screen.

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Alternate Passwords

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.  In order to set up alternate passwords you must enable alternate password by:

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 below.
3. You have generated a new alternate password on the user record for each user you would like to use an alternate password. Please refer to the Users: Create, Edit, and Delete article to learn how to enable alternate passwords. 

Enable Alternate Passwords

Check the box to enable the use of alternate passwords.  Once this is enabled, refer to the Users: Create, Edit and Delete article to learn how to set the alternate password.

Numbers Only Alt Passwords

Checking this box allows you to create an alternate password with numbers only. This is especially useful when using the alternate password on a mobile device as you don't have to switch alpha and number keyboards.

Alt Password Length

Select the length of the length of the alternate password.  Minimum is 6 characters and can go all the way to  32.

Alt Password Expiration Length

Select the expiration for the alternate password in Days or Hours. Minimum is 1 Day/Hour. Maximum is unlimited.

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TRAINING SETTINGS

This section allows you to activate and use the following features:

• Approval Required for Electives. Refer to the Electives: Approve or Deny Elective Requests and the Electives: Activate Supervisor Approval articles prior to making this election as certain requirements must be met prior so that the approval process works correctly.
• Individual Scheduling. Refer to the Assign Training: Individual Scheduling feature to learn more about this feature.

Follow the steps below:

1. Click the Administration tab at the top of the screen.
2. Click System then Configuration on the left menu bar.
3. Approval Required for Electives checkbox. Check to require approval for electives. If left unchecked, a user will be able to enroll and launch any elective you make available.
4. Individual Scheduling. Check to allow individual scheduling for multiple activities or qualificaitons (or both) in an assignment
5. Click the Save button located on the button bar at the top of the screen.

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ATTACHMENT REPOSITORY

This setting allows you to specify additional attachment repositories for different parts of your organization. An attachment repository is used to store attachments made to User Records, Activity Records and Completion Records. Each time you click the Add an Attachment button on any of these record types, the LMS stores the attachment added to the attachment repository specified on the Configuration screen.

An attachment repository has already been created and specified for your organization by Convergence Training. There is little need to create more than one attachment repository. However, for larger organizations you may want to consider creating an attachment repository for different regions/districts/companies in your organization. Refer to the Attachment Repositories; Create, Edit and Delete article to learn how to create and specify an additional attachment repository for your organization.
Note: Customer Campus clients should create and specify an attachment repository for each company.

Follow the steps below to specify the repository for each region/district/company as desired:

1. Click the Administration tab at the top of the screen.
2. Click System link then the Configuration link on the left menu bar.
3. Follow the steps to Change the Organization Unit, if required.
4. Check the Select button to the right of the Default Repository field.
   1. Check the desired repository from the list of available records.
   2. Click the Select button.
   3. You will be returned to the Configuration screen and the attachment repository selected will appear in the linked field.
5. Click the Save button located on the button bar at the top of the screen.

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DISPLAY EXTERNAL ID

This setting will display the External ID on reports. An External ID is assigned to a user, organization unit, or group when your company sets up your HRIS system to synchronize with the Convergence LMS so that employees are added to the LMS, change teams or become inactive on some regular cycle such as nightly or weekly.

If your company has not set up HR synchronization, this section does not apply to you. If you are interested in setting up HR synchronization, contact the Convergence Support Team by emailing support@convergencetraining.com.

Follow the steps below to display the External ID values:

1. Click the Administration tab at the top of the screen.
2. Click System link then the Configuration link on the left menu bar.
3. Follow the steps to Change the Organization Unit, if required.
4. Enable Display of External ID: Check this box to display External ID values.
5. Click the Save button located on the button bar at the top of the screen.

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COMPLETION RECORD SETTINGS

Follow these steps to set the three completion record settings:

1. Click the Administration tab at the top of the screen.
2. Click System link then the Configuration link on the left menu bar.
3. Follow the steps to Change the Organization Unit, if required:
   1. Enable Real-time Status Calculation: Checking this box means that a user's completion status in a qualification can be changed immediately after an administrator manually credit's an activity included in a qualification.  If this configuration option is unchecked, the completion status will be updated during the nightly cycle.
      Note: Convergence Training recommends that this box remain unchecked.  Checking this box may cause system delays especially when crediting completion records for a large number of users. 
   2. Enable CBT Completion Attempt Time Rollup: Checking this box will aggregate the time for previous non-passing attempts at CBTs to be added to the successful completion of the CBT.  In addition, you can set the number of days (greater or less than the default 14) that the system will aggregate the non-passing attempts. For example, if a user logs in to the LMS and spends 10 minutes on one CBT for three consecutive days, the total duration will be reflected as 30 minutes.

   3. Completion Competent User Site Lookup: LMS with MSHA compliance features ONLY. Checking this box means that if a Competent Person is not selected for activities included in the user’s completed Training Program, the LMS will use the designated Personal Responsible for Safety and Health at the user's site level as the competent person.

4. Click the Save button located on the button bar at the top of the screen.

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JOB SETTINGS

Purge Deleted Files Timeframe: Displays the default timeframe that deleted files will be purged from the content server permanently. This setting cannot be changed by LMS Administrators.  Please contact support at support@convergencetraining.com if you have questions about this setting.

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REPORT SERVER

The LMS provides 60+ pre-configured reports.  The report server fields are automatically set to the server and folder that include all 60 reports.  There are two reasons that you would change the server address and the default folder fields.

1. Customize the list of pre-configured reports.
2. Customer Campus Administrators will need to change the report server location when re-selling the Express and Enterprise LMS.

Custom Reports Configuration

There may be situations where an LMS Administrator may want to display only a sub-set of the pre-configured reports for the entire organization or selected regions, or companies (Customer Campus LMS).

Follow these steps:

1. Determine which reports you want to be available
2. Contact Convergence Support at support@convergencetraining.com and provide the list of reports that you want displayed.
   Note: Convergence Support will respond and let you know when the custom folder has been created and provide you with the server address and default folder to enter in the field.
3. Click the Administration tab at the top of the screen.
4. Click System link then the Configuration link on the left menu bar.
5. Follow the steps to Change the Organization Unit, if required.
6. Complete the following fields in the Report Server Section  as follows:
   1. Server Address: Enter the server address provided by Convergence Support.
   2. Default Folder: Enter the default folder address provided by Convergence Support.
7. Click the Save button located on the button bar at the top of the screen.

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EMAIL SETUP

Email settings are used by the LMS to deliver notifications. Email settings also include a "no reply" email address so the learner cannot respond to the notification.
Note: Change these fields only when directed to by a Convergence Support Representative.

Follow these steps when directed by a Convergence Support Representative:

1. Click the Administration tab at the top of the screen.
2. Click System link then the Configuration link on the left menu bar .
3. Follow the steps to Change the Organization Unit as listed above if required.
4. Complete the following fields in the Email Setup Section  as follows:
   1. SMTP IP Address: Enter the data provided by the Convergence Support Representative.
   2. SMTP Username: Enter the data provided by the Convergence Support Representative.
   3. SMTP Password: Enter the data provided by the Convergence Support Representative.
   4. Reply E-mail Address: Enter the data provided by the Convergence Support Representative.
5. Click the Save button located on the button bar at the top of the screen.

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