ELIS 2013 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.

Manage user sets

Adding a user set:
  1. 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.
  2. 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.
  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.
Creating a user set

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. On the User Subsets tab:
  1. The Currently Assigned screen opens showing existing user sub-sets.
  2. To add a new user sub-set select the Add User Set button.
  3. In this example it isn't necessary, but if you have a lot of user sub-sets there is a filter section above the user sub-set list. Add filters by selecting the Add box, remove filters by selecting the X icon to the right of the name. Once you use a filter the list automatically starts to filter, the page doesn't need to reload.
  4. The following user set, ACME Software, has 3 user sub-sets added already.
  5. To add existing user sets as user sub-sets select the Available to Assign link to open a new screen.
User Subsets tab

User sub-sets can be accessed from the "User Subset" tab of the parent user set or the Program Management 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.

Program 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

  1. Go to the Users tab, Available to Assign screen.
  2. Use the filters above the list of users to search for users. Select the Add box to add an additional filter, select the X icon next in a filter box to delete that filter. In this example I added the City/town filter. The list has been filtered to only show users from Omaha.
  3. Use the green enroll icon to assign a user to the user set.
  4. Drag and drop users into the Bulk Assignment box to enroll multiple users at once. Multiple users can be selected at once using Shift + Select or Control + Select. Once users are added to the Bulk Assignment box they can be assigned to the user set by selecting the green Assign icon.
  5. All users from the list can be assigned to the Bulk Assignment box by selecting the Add All Search Results button.
Available to assign screen

On the Currently Assigned screen you can see the enrolled users. The filter is available on this screen as well.

Currently Assigned screen

Programs and tracks can also be associated to the user set. Select the Programs or Track tabs across the top of the screen.

Editing User Sets

User Set icons
  1. User Sets can be edited by clicking on the pencil tool, this opens back up the editing screen for changing names, associations, etc.
  2. This open the User Subsets tab, where subsets of the user set are listed and new user sub-sets can be added
  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 Users tab for the User Set, where users can be assigned and removed from the user set.
  5. This opens the Programs tab for the User Set, where the user set can be assigned to programs, and program assignment can be edited.
  6. This deletes the User Set (there is a confirmation question you must say yes to before the User Set is deleted).