ELIS 2.0 Manual

ELIS Users

Example: Auto-Assigning Users via a Passcode

In ELIS 1.8 we added functionality to enable users to be automatically assigned to user sets via text entry fields. This opens up a great deal of flexibility on how users can be assigned to user sets, and thereby assigned to programs, courses, tracks, etc. Text entry fields might be used for users to enter a wide range of information, the example below covers how a user might enter a passcode that would assign them to a user set.

The first step is to set up a text input profile field. To do this, click the "User profile fields" link in the Moodle Settings block.

Moodle profile field link

For this example, choose the "Text input" custom profile field type.

Link to add text input Moodle profile field

Create the shortname and the name. For this example we'll use 'passcode' for the shortname (1) and "Pass Code" for the field's Name. (2). Enter a description so that users know what the field is for (3).

Creating text input passcode field

Next, we can set the other parameters for this field - for this example we'll display the field on the sign-up page so that when users register they can enter a pass code for automatic enrollment.

We'll also set this field to be a password type of field.

Creating text input passcode field version 2

Click "Save Changes" to save the new field.

View of newly created pass code field

Setting up a user set and linking it to the "Pass Code" profile field.

Next, we'll set up a user set with a value for the profile field we just created above. To create a user set go to the Program Management block > Users > Manage User Sets.

Manage User Set link

Next click the "Add User Set" button.

Add Uset Set button

In the user set creation screen enter:
  1. Name: Pass Code
  2. Description
  3. Auto-associate users with Moodle profile field: Select the name of the profile field we created from the menu of choices, Pass Code.
  4. Once the pass code field is selected a text box appears where the pass code/password can be entered. The password is "text". This means that all users who enter "text" in their "Pass Code" profile field will be automatically enrolled in the user set.
Create user set screen

Select the Save changes button to create the new user set.

Now we'll login as a student. On the student's profile we can see the custom profile fields on the site (your site may look different depending on what you have named the profile fields and how many you have created). Since we made the Pass Code field a Password field type above, the entry for the field is obsfucated (this prevents users from viewing each other's passwords when they are in a computer lab, coffee shop, etc.).


Note: If you were using a state, institution name, etc. you might not want to use the password field setting. If you turn this off, then users can see the text they are entering.

Next, we'll log back in as an administrator, and go to the Manage Clusters screen, and click on the User's icon to see the users in the cluster.

User icon of user set

Now we can see the user above is automatically added to the user set. If more users enter 'text' in their pass code profile field, they will be added to the user set as well.

Users tab of user set

In practice:

A few ways you can utilize the example above:
1. You could have several user sets with different passcodes and provide specific users with different passcodes via email or other means. Now those users can enter the passcodes you sent them and be automatically added to the user set. If the user set is linked to a program as described below, the users would be automatically added to the program the passcode is linked to.

2. Instead of passcode, you could use a state name, institution name, etc. and have users be automatically added to a user set (and thereby programs, courses, tracks, etc.) when they enter a particular name. For example all the users from ACME Corp. could go in a user set, all the users in Mrs. Johnson's Class, all the users from Pismo Beach, etc.