ELIS 2014 Manual

Organizational User Sets

User Set Leader/Reporter

The User Set Reporter role described below now gives a user access to reports for a user set of users. A major advantage of the new method is that many more reports are now available to the User Set Reporter role - they only see the data for users in their own user set; they can see this data on all of the ELIS reports below:
  • Programs Report
  • Course Completion by User Set Report
  • Individual Course Progress Report
  • Individual User Report
  • New Registrants by Student Report
  • Non-starter Report
  • Sitewide Time Summary Report
  • Sitewide Transcript Report

Creating a User Set Reporter Role


To create a new role go to the Administration block > Site Administration > Users > Permissions > Define roles > and select the Add a new role button at the bottom of the page. Assign a name and short name for the new role and select the User Set context type.

Creating user set reporter role

Then scroll to the permissions, ELIS Report section. One permission is allowed for this role:
  • View ELIS reports - local/elisreports:view
View ELIS reports permission

Save the role when finished by selecting the Add a new role button at the bottom of the page.


Assigning the Role in User Sets


Now assign the role to a user in a user set or user sub-set. This example is demonstrating a user being assigned the role in a user set, ACME Software. Go to the Roles tab of the user set and select the role to be assigned from the Name column.

Roles tab of user set

Once the link to the role is selected a screen opens with a list of users to add to the role.
  1. Select the Unassigned link
  2. Search for the user
  3. Select the user to assign the role to
  4. Select the Assign roles button at the bottom of the page.
Assigning role

When the user assigned the role logs in, they will be able to access reports for the user set, user sub-sets of the user set, and users of the user set and user sub-sets.

The following image shows the Course Completion by User Set Report filter, the user can generate a report for the user set they are assigned the User Set Reporter role in, and for the 3 user sub-sets as well.

Filter for the Course Completion by User Set report

Here is the same filter using the menu tree instead of the drop down menu.

Filter for the Course Completion by User Set report

The next example shows the Individual User Report filter, the user may generate a report for users of the user set and the user sub-sets. Type in the name of the user you want to generate a report for and then select their name from the list in the pop-up window.

To search for users the filter needs to be configured to search for certain fields. The user in the User Set Reporter role does not have permission to configure the filter so an admin user or user with appropriate permissions has to configure the filter. In this example, an admin user configured the filter to search for and display id number, first name, last name, and username. For more information about configuring the filter for the the Individual User Report go to this link.

To select a user and generate a report:
  1. Type the user's name in the full name search box, the filter automatically starts filtering as the name is typed
  2. Select the user's name from the list generated by the filter.
Individual User Report filter


Assigning the Role in User Sub-Sets


Assigning this role in a user sub-set only will give the user set reporter access to the user sub-set and its users in reports, but not the parent user set. There is one difference when assigning the user set reporter role in a user sub-set only, the menu tree can not be used to select user sub-sets in report filters.

When selecting users sets in a report filter there are usually two options available:
  1. the drop down menu
  2. the menu tree

In this instance only the drop down menu can be used to select user sub-sets because the menu tree is only visible if the user set reporter is assigned the role in the organizational (parent) user set. The drop down menu leaves the user set reporter with the option to generate a report for one user sub-set at a time or for all the user sub-sets they are assigned the user set reporter role in. When more then one user set is being chosen only the menu tree allows the user the option to select exactly which user sets or user sub-sets are shown in reports.


*The cluster leader setting was a legacy of the old ELIS, and has been replaced by the new organizational context system, which enables actual role assignments in ELIS user sets (as well as in programs, courses, tracks, and classes).