User Record: Additional Functions

Article Links Introduction | Attachments | Enable Alternate Password | Hide User Address | Reset Birth Month/Year | Reset Last 4 SSN | Update Completion Records | View Completion Records | User Detail Tabs Overview  | Manage a User's Active Assignments | Manage a User's Groups | Manage a User's Security Roles | QR Tab |

INTRODUCTION

The User record includes many features that include:

• Enable an alternate password
• Hide User Address
• Reset the birth month and year
• REset last 4 digits of the SSN
• Update Completion Records
• User Detail Tabs to view Active Assignments, Group Membership, Security Roles and QR Code
• View Completion Records

This article explains each of these features and how they may be used.

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ATTACHMENTS

An attachment is document that is scanned and uploaded to the user record. 

Examples of documents that can be added to a record are, diplomas, certifications, licenses or emergency contact records.

Caution should be taken when uploading any document that contains Personal Identifiable Information. Information such as birthdate, SSN, driver's license, bank numbers, passport numbers and email addresses should be blacked out prior to uploading to the LMS.

Attachments can have file size of 700mb. Files types that can be added as attachments are: PDFs, Word, Excel, PowerPoint, .jpeg. .and  .png.

Please refer to the Attachments: Add, View and Delete article to learn how to add, open, and delete an attachment from the user record.

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.

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 the steps below to Generate a New Password, View an Existing Alternate Password, and Delete an Alternate password.

Generate New Password

1. Click the Generate New Password button to generate a new alternate password for the following reasons:
   1. An alternate password does not exist for the user
   2. Change the password because the user's existing password has been compromised.

2. The password and expiration date will appear in the Alternate Password section. 
3.  Provide the password to your employee. The password will be visible until you exit the user record.
4. Repeat these steps for every user you would like to provide an alternate password to.

View Password

1. Click the View Password button to view an existing password that is already on file.
   
2. The existing password will become visible in the Alternate Password Section.
3. Provide the password to your employee. The password will be visible until you exit the user record. 

Delete Password

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

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HIDE USER ADDRESS

The address field is an optional field and does NOT have to be entered. These fields are 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. 

You can hide the address listed in the user record if needed for privacy concerns. This prevents
administrators from entering, viewing, or editing the address in the User record, or on the Home tab
profile. If enabled, only administrators with the Master security role can view and modify the user address.

Please contact support@convergencetraining.com to request Hide User Address be enabled or disabled.  

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RESET BIRTH YEAR 

To comply with privacy laws, the Birth Year will be automatically encrypted and replaced with the words "On File".

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 master 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:

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 
   Note: If the Reset Birth Year option 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 
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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RESET LAST 4 DIGITS OF SSN

The Last 4 Digits of SSN field on the User Record will only be enabled for our MSHA LMS or our MSHA Incident Management clients. Our MSHA clients include reports and forms that require the printing of the last 4 Digits of the SSN.

To comply with privacy laws, the Last 4 Digits of the SSN will be automatically encrypted and replaced with the words "On File".

In order to reset the last 4 digits of the SSN, you must have the Encrypted Field Reset function added to your security role.  Please contact your company's master 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 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 Last 4 digits of the SSN.
   Note: If the 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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UPDATE COMPLETION RECORDS

You will use  Update Completion Records in the LMS when you manually credit all the activities in a qualification and you want to update the qualification status to complete.

Follow these steps to Update Completion Records:

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. Click the Update Completion Records
5. Once you receive the confirmation that the job is complete
6. Click the Close button
7. Run your reports, the qualification status will reflect complete.

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VIEW COMPLETION RECORDS

You can view completion records for a user in the user record.

Follow these steps to View Completion Records:

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. Click View Completion Records
   
5. The User Completions screen will appear.  You can do the following
   1. You can view the Image, Job Title, Location and Hire Date
   2. You can add or replace the image
   3. You can view all the activities that the user has completed
   4. You can search by activity name
   5. You can filter the completion by the last year or view all
6. Click the Close button to exit the User Completions screen
7. Click the Close button to exit the User Record

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USER DETAIL TABS OVERVIEW

The User Detail Tabs appear at the bottom of the User Record.  Each tab allows you to perform specific functions for the 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.

Add Groups

Follow these steps to add a user to 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 username.
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. Click the checkbox to the left of the desired group(s) from the list of available records table.
9. Click the right arrow to move the selected items to the selected records table.
10. Click the Select button.
11. Click the Save button located on the menu bar.
12. Click the Close button after the Changes Saved confirmation appears.
13. You will be returned to the Manage Users screen. Any training that was assigned to the group will be assigned to this user's assigned training.

Remove Groups

Follow these steps to 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 username.
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. Click the checkbox to the left of the desired group(s) from the list of selected records table.
9. Click the left arrow to move the selected items to the available records table.
10. Click the Select button.
11. Click the Save button located on the menu bar.
12. Click the Close button after the Changes Saved confirmation appears.
13. You will be returned to the Manage Users screen. Any training that was assigned to the groups will be removed from this user's assigned training.

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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.

Assign 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.

Unassign 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.
6. Click the Close button to exit the Manage User's screen.

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QR CODE TAB

Download, copy and paste, or embed the code for use in a document, on an ID card, or in an external application.

An administrator can scan the code with a mobile device to view a User's Completions screen. No mobile app is required. Scanning the QR code directs to the browser of the device, and prompts for LMS administrator login credentials.  When the login credentials are entered, the User Completions screen will appear.

Please refer to the View Completions Records section of this article to learn about the User Completions screen. 

Please refer to the QR Code Report to learn how to run and print a report that will display the QR Code for one or more users.

Follow these steps to download the QR Code:

1. Click the Administration tab at the top of the screen.
2. Click the Organization Menu, then Users on the left menu.
3. Search and locate the user following the directions provided in Using Search article.
4. Click the Edit button to the left of the desired user
5. Scroll down to the Advanced Properties section
6. Click the QR Code tab
7. Right click on the QR Code
   
8. You can open the image, save the image, or copy the image
9. You can embed the code for use in a document, on an ID card, or in an external application.
10. Click the Close button to exit the Manage User's screen.

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