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Configuration

Convergence Training Support
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Article Links Introduction |  Configuration Options | Change Location | 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 | User Attachment Categories |

 

INTRODUCTION

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

  • Password Policy settings
  • Training Tab configuration
  • Enable alternate passwords
  • Enable elective settings
  • Specify your attachment repository
  • Completion Record settings
  • and more....

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

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CONFIGURATION OPTIONS

Please read the options below as it will impact how you want to enable your configuration settings.  Configuration settings:

  • Can only be set by a master administrator.
  • Are usually set up at the time you implement your LMS.  Changes can be made to configuration at any time. 
  • Can be set at the organization, region and site level.  This means that each region or site can have their own unique configuration settings. 
  • If you have made changes to some Regions and some sites, the remaining regions and sites that do not have unique settings will adopt the settings made at the Organization level.
  • Some of the settings made will ONLY affect new users added AFTER the change is made.  Each section clearly indicates when the change will affect new users only and what to do if you want the change to affect all users.
  • They can be deleted from the region and restore the original setting.

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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 or site within your organization.

Refer to the Change Location (Organization Unit) article to view the steps to change 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.

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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, set a password expiration, enforce password history so they cannot use the same password within a specified time frame, and set a forgotten password reset limit.
Note: 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.  Please email support at support.convergencetraining.com to request this change be applied to all users.

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.

Reset on Next Login

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    1. 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. Click the Save button

Password Expiration
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    1. Check the checkbox AND enter the desired number of days that you will require all users to reset their passwords.
    2. Click the Save button

Password History

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    1. 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.
    2. Click the Save button

Password Failure Lockout
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    1. 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.
    2. Click the Save button.

Forgotten Password Reset Limit
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    1. Forgotten Password Reset Limit: Check the checkbox and enter the number of attempts a user can reset a forgotten password within a 24 hour period.
    2. Click the Save button.

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DEFAULT OPTIONS FOR NEW USERS

The settings in this section allow you to:

  • Set the default tab new 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)
    Note: 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.  Please email support at support.convergencetraining.com to request this change be applied to all users.

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.

Default Tab After Login

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    1. Select the tab your users will view first.  Choose from the available selections: Home, Training or Catalog tab.
    2. Click the Save button.

Default Selection Page Size
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    1. Click the drop down to select the default size of the number of records that any manage screen (users, teams, departments, activities, assignments, etc.) will display once selected.  As a best practice we recommend the default of 100. Selecting a greater number than that can significantly slow the system.
    2. Click the Save button.

Display Terms of Use
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  1. 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.
  2. 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 new 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.  Please email support at support.convergencetraining.com to request this change be applied to all users. (2) Users can override any settings the Administrators make in this section from the menu bar on the Training tab.

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.

Default List By
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  1. Allows you to change the way assignments appear 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 grouped by Individually Assigned, Qualification, then Electives
    • Type: Activities will be displayed by activity type. For example, document, CBT, quiz, etc.

     2. Click the Save button.

Default Display View Type

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  1. Displays activities on the training tab in a list view, small icon view or large icon view.
  2. Click the Save button.

Default Grid Page Size

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  1. Changes the total number of activities that display on the Training tab. We recommend keeping the default set to 100.
  2. Click the Save button.

Default Filters and Settings

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  1. 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.

   2. Click the Save button.

Additional Settings

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  1. Allows you to display the following:
    • Show Electives: Electives will not display on the Training tab if 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. This will require the user to expand each header before they will be able to view the list of activities
  1. Click the Save button.

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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 is designed for clients that have  single sign-on.  They will be able to log in to the mobile apps using the alternate password. 

There are multiple steps required to enable alternate passwords. Please refer to the Mobile Apps: Enable Alternate Password article to view all the steps required.

Follow these steps to enable alternate passwords:

Enable Alternate Passwords

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  1. Check the box to enable the use of alternate passwords.  Once this is enabled, refer to the User Record: Additional Functions article to learn how to set the alternate password.
  2. Click the Save button.

Numbers Only Alt Passwords

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  1. 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 between alpha and numeric keyboards.
  2. Click the Save button.

Alt Password Length

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  1. Select the length of the length of the alternate password.  Minimum is 6 characters and can go all the way to  32.
  2. Click the Save button.

Alt Password Expiration Length

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

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TRAINING SETTINGS

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

  • Approval Required for Electives. When selected, administrators can include an option to require supervisor approval when offering electives to learners. Refer to the Electives: Activate Supervisor Approval to activate supervisor approval and Electives: Approve or Deny Elective Requests to learn how to approve and deny elective requests.
  • Individual Scheduling. When selected, allows an LMS administrator to edit an existing assignment that includes multiple activities or qualifications and change any of the following dates for each activity or qualification within the assignment:
    • Start Date
    • Due Date
    • End Date
    • Ignore Previous Completions
    Refer to the Assign Training: Individual Scheduling feature to enable 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.

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Approval Required for Electives 

  1. Check to require approval for electives. If left unchecked, a user will be able to enroll and launch any elective you make available.
  2. Click the Save button.

Individual Scheduling

  1. Check to allow individual scheduling for multiple activities or qualifications (or both) in an assignment
  2. Click the Save button.

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ATTACHMENT REPOSITORY

An attachment repository is used to store attachments made to User Records, Activity Records and Completion Records and more. 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. This setting allows you to specify attachment repositories for different units in your organization. 

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 each region or site in your organization. Refer to the Attachment Repositories; Create, Edit and Delete article to learn how to create and specify additional attachment repository(ies) for your organization.
Note: Customer Campus clients should create and specify an attachment repository for each company (Region).

Follow the steps below to specify the repository for each region/site as needed:

  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.
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  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.
  6. Repeat these steps for each region or site that has a unique attachment repository.

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DISPLAY EXTERNAL ID

This setting will display the External ID on reports. A unique External ID is assigned to each user, organization unit, or group when your company sets up your HRIS system to synchronize (AKA HR Sync) with the Convergence LMS. Please refer to the LMS Data Import: Syncing with a 3rd Party HR System (HRIS or Payroll Synchronization AKA HR Sync) to learn more about HR Sync.

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.
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  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:

Enable Real-time Status Calculationmceclip27.png

    1.  Checking this box means that a user's completion status in a qualification is updated immediately after an administrator manually credit's all the activities 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. Click the Save button.

Enable CBT Completion Attempt Time Rollupmceclip28.png

    1.  Checking this box will aggregate the time for previous non-passing attempts at CBTs to be added to the successful completion of the CBT.  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. 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. 
    2. Click the Save button.

Completion Competent User Site Lookupmceclip29.png

    1. Applies to MSHA LMS. Checking this box means that if a Competent Person is not selected for completed activities included in a user’s MSHA Training Program, the LMS will automatically use the designated Person Responsible for Health and Safety as the competent person.
    2. Click the Save button.

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JOB SETTINGS

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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

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The LMS provides 65+ pre-configured reports.  The report server fields are automatically set to the server and folder that include all reports.  There are two reasons that you would be directed to change the server address and the default folder fields.

  1. A list of pre-configured reports has been created for you.
  2. Customer Campus Administrators will need to change the report server location when re-selling the Express and Enterprise LMS.

These fields should only be changed when directed by a support representative.  Please email support at support.convergencetraining.com and they can assist you.

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EMAIL SETUP

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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.

These fields should only be changed when directed by a support representative.  Please email support at support.convergencetraining.com if you have any questions about changing these fields.

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USER ATTACHMENT CATEGORIES

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User Attachment Categories allow you to create categories for attachments added to user records. Users and administrators will be able to select a category when they are adding an attachment to the User Record.

Add a Category

Follow these steps to add a category:

  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. Scroll to the bottom of the Configuration screen.
  4. Click the Add button
  5. A new field will appear
  6. Type the name of the category in the field
  7. Click the Save button at the top left of the Configuration screen
  8. The new category will be added

Add a Category

Follow these steps to add a category:

  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. Scroll to the bottom of the Configuration screen.
  4. Click the Delete icon to the left of the category to be deleted
  5. Click the Yes button on the Confirmation screen
  6. Click the Save button at the top left of the Configuration screen
  7. The category will be deleted.

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