ELIS 2.0 Manual

Organizational User Sets

Adding User Sets

To create or edit a user set, go to the Program Management block > Users > Manage User Sets. To add a new user set, select the Add User Set button.

Add User Set button

Adding a user set:
  1. User Set name and description - Both of these entries are shown in the list of user sets on the Manage User Sets screen.
  2. User association - User association to a user set can be done either automatically, or manually. To assign users to a user set automatically, you can select Moodle custom profile fields to automatically assign users (for instance all Math students to a Math user set, or all Administrator trainees to an Administrator trainee user set). User Sets can be assigned off of one profile field or a combination of two. If user sets will be populated manually, these settings should be left to their defaults. Also, if the profile field names or default values are modified, you should re-open the user set and save changes to update the field names.
  3. User Set classification - Site administrators can classify organizational user sets into categories that match their function, for example top level user sets might be an Organization, while user sub-sets might be a unit, division, school, or department.
  4. User Set Display Settings - This controls the display order of user sets in the Program Administration block. The higher the number the higher the user set will be displayed in the block menu tree. For example, if there are user sets with display priorities of 0-5, then cluster 0 would be at the bottom and cluster 5 would be at the top. The default entry is 0.
  5. User Set Theme - Different user sets can have different themes, and there is also a theme priority. For example, the Sales department might have it's own theme, that overrides the corporate theme, due to it having a higher priority. When you are done with the settings, select the Save changes button.
  6. Associated Group - If the corresponding configuration setting for User Set Group Settings is activated (in Program Administration/Admin/Configuration) then Moodle groups in courses and on the site level are automatically created for each user set, and user set users are auto-enrolled in the groups when they are enrolled via ELIS into the Moodle course.
Add a user set screen

Adding User Sub-sets


Once a user set has been created, user sub-sets can be added by going to the User Subsets tab of the user set. User sub-sets can only be created by accessing the User Subsets tab of an existing user set. Once on the User Subsets tab, follow the same steps for adding a regular user set. Start by selecting the Add User Set button. The following user set, ACME Corp, has 3 user sub-sets added already.

Example of user sub-sets

User sub-sets can be accessed from the "User Subset" tab of the parent user set or the Program Administration block can be configured to display user sets and their user sub-sets. The settings to configure the Program Management block are located in the Program Management block > Admin > Configuration > Program Administration Block Settings. In the next image the "Number of entity icons to display before collapsing" is set to 3.

User sub-sets displayed in Project Management block

If a user set with user sub-sets is deleted, then ELIS will ask if you want to convert the user sub-sets to top level user sets or delete them.

Deleting user set with user sub-sets message


Auto-Associating Users to User Sets


Users can be auto-associated to user sets by associating Moodle profile fields with the user set. The following example demonstrates auto-association for a user sub-set:
  1. The user set is associated to the Moodle profile field Acme Corporation.
  2. The user set is associated with a specific value for a profile field. This is a menu of choices profile field and the value assigned to this user set is "acme_sales". Users assigned the acme_sales value for the Acme Corporation profile field will be automatically assigned to this user set. If this was a text input profile field there would be a text box instead of a menu of choices, or if it was a boolean profile field there would be a checkbox.
  3. Each user set can be auto-associated with 2 profile field values. This user set is not using the second option. If a user set is associated with 2 profile field values, then users would need to be assigned both profile field values to be automatically assigned to the user set.
Auto-association settings for user set


Assigning Users to User Sets Manually


To assign users to the user set manually, go to the Users tab, then select the Assign users button at the bottom of the page. A window will appear with users that can be added to the user set. The automatically assigned users in the example were auto-associated to the user set with the profile field settings in the previous example.

User tab of user set

Select the Assign users tab to view a list of users that can be assigned to the user set. Use the Select all checkbox to assign all available users to the user set. Use the checkbox next to each users name to assign a user/users to the user set.

Screen to manually select users for user set

The next image shows the end of the user list. The end of the page shows how many total users have been selected and how many of those selected are from this page if the list is multiple pages. There is a checkbox that allows you to show the selected items only.

Screen to assign users to user set

Selecting the Submit button will add the selected user(s) to the user set.

User tab showing user manually added to user set

Programs and tracks can also be associated to the user set. Select the Programs or Track tabs across the top of the screen, use the drop down menu to add them.


Editing User Sets


Manage User Sets

  1. Add a new User Set using the Add User Set button
  2. User Sets can be edited by clicking on the pencil tool, this opens back up the editing screen for changing names, associations, etc.
  3. This opens the tracks tab for the User Set, where the User Set can be assigned to Tracks, and track assignment can be edited.
  4. This opens the Programs tab for the User Set, where the User Set can be assigned to Programs, and Program assignment can be edited.
  5. This opens the Users tab for the User Set, where users can be assigned and removed from the User Set, and the users automatically assigned to the User Set via profile fields can be viewed.
  6. This deletes the User Set (there is a confirmation question you must say yes to before the User Set is deleted).

Note that while currently user sets can be assigned to programs, it is recommended practice to assign user sets to tracks.

Summary: User Sets are a powerful tool for managing groups of users on a Moodle site.