Limit access to learner details for certain roles

Introduction

LMS365 strives to ensure that customers have the relevant means to control privacy within their learning management solution with regards to personal information, that can be perceived as sensitive in some organizational contexts.

With the options to disable Access to Full Learner Details for Line Managers and Access to Full Learner Details for Course Administrators, you can prevent LMS365 users in being able to view:

  • The number of attempts that a specific learner has spent on completing an activity.

  • A specific learner's detailed scores on activities.

  • The time that a specific learner has spent on completing an activity.

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This article will go through how to limit the access to learner details in LMS365, what data line managers and course administrators are prevented from getting access to when full access to learner details is prevented, and what changes to dashboards and reports the setting will result in.

 

How to limit the access to learner details in LMS365

To limit access to learners’ details for either line manages or course administrators, perform the following steps:

  1. Navigate to the LMS365 Admin Center > Global Settings > LMS configuration > Access to Learner Details.
  2. Disable the ability to Access Full Leaner Details for either line managers, course administrators, or both.
  3. Select Save to introduce the changes.

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When Access to Full Learner Details is disabled

When Access to Full Learner Details is disabled, the line manager and course administrator, respectively, will not see the following data in the various dashboards with course and learner statistics in the UI of LMS365, nor in the downloaded Excel reports:

 

Item

Information

Path

Hidden data

Instructor-Led Training, e-Learning course, and Training Plan

Progress

Training Management > Course Progress/Training Plan Progress panel, in the downloaded Excel report

Score

Content Packages

Learner Details

Training Management > Course> Manage Course Content > Select Content Package > View Learner Details and in the downloaded Excel report

Score and scale

Course report grouped by Learner

Training Management > Course> Course Reports > Report Type by Content Package > Group by Learner > Export to Excel

Score, average time, and attempts

Course report grouped by Content Package

Training Management > Course> Course Reports > Report Type by Content Package> Export to Excel

Number of attempts, average time, and score

Quizzes

Learner Details

Training Management > Course> Manage Course Content > Select Quiz > View Learners' Details and in the downloadable report

Score and time spent

Course report grouped by Learner

Training Management > Course> Course Reports > Report Type by Quiz > Group by Learner > Export to Excel

Score and attempts

Course report grouped by Quiz

Training Management > Course> Course Reports > Report Type by Quiz > Group by Quiz > Export to Excel

Number of attempts, average time, and score

Learning Modules

 

Course report grouped by Learner

Training Management > Course> Course Reports > Report Type by Learning Module > Group by Learner > Export to Excel

Score, average time, and attempts

Course report grouped by Learning Module

Training Management > Course> Course Reports > Report Type by Learning Module >Group by Learning Module > Export to Excel

Number of attempts, average time, score

Line Manager Dashboard

Learner’s Progress Report

LMS365 Line Manager Dashboard> User>View Learner's Progress >Download report. In the downloaded Excel report.

Score

 

NOTE   

The data will not be deleted from the database and is still available via API and in, for example, building advanced custom reports via Power BI.

 

 

Changes to dashboards and reports with disabled Access to Full Learner Details

Limited access to the learner’s data means that the certain data will be hidden from page and/or reports for either line managers and/or course administrators.

Below, we will go through each area that is affected and what data that will be hidden by this setting.

 

The learner's data on attempting content packages

  • Scale and Score on the Learners’ Details panel and in the report.
    To find it, follow the steps: Training Management > Course> Manage Course Content > Select Content Package > View Learner Details or in the downloaded Excel report

Once the option Access to Full Learner Details for Course Administrator is disabled, the course administrator will see a certain list of learners’ details of the content package, excluding the Score and Scale.

 

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To compare, the Microsoft 365 global administrator's view of the same learner details for this content package includes Score and Scale.

 

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  • Score, Average Time, Attempts in the downloaded report on content packages.
    To download the report, follow the steps: Training Management > Course> Course Reports > Report Type by Content Packages > Group by Learner > Export to Excel.

Once Access to Full Learner Details for Course Administrator is disabled, the course administrator and will see a certain list of learners’ details in the downloaded report that will excluding Score, Average Time, and Attempts.

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To compare, Microsoft 365 global administrator's view of the same report for this content package is with Score, Average Time, and Attempts included.

 

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  • Number of Attempts, Average Time, and Score in the downloaded report.
    To find it, follow the steps: Training Management > Course> Course Reports > Report Type by Content Package>Group by Content Package > Export to Excel

Once Access to Full Learner Details for Course Administrator is diabled, the course administrator will see a certain list of learners’ details in the downloaded report without Score, Average Time, and Number of Attempts.

 

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To compare, the Microsoft 365 global administrator's view of the same report for this content package is with Score, Average Time, and Number of Attempts included.

 

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The learner's course or training plan data

  • Learner’s Score on courses and training plans on the Course Progress panel and in the report.
    Found via path: Training Management > Course Progress/Training Plan Progress panel, in the downloaded Excel report

Once Access to Full Learner Details for Course Administrator is disabled, the course administrator will see a certain list of learners’ details without Score.

Click the expand button of the Summary of Progress for Selected Course to expand or collapse the information.

 

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To compare, the Microsoft 365 global administrator's view of the same page is with Score included.

 

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The learner's data on attempting quizzes

  • Score and Time spent on the quiz on the View Learner Details page.
    Found via path: Training Management > Course> Manage Course Content > Select Quiz > View Learners' Details and in the downloaded report

Once the option Access to Full Learner Details for Course Administrator is disabled, the course administrator and/or line manager will see a certain list of learners’ details excluding Score and Time.

 

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To compare, the Microsoft 365 global administrator's of the same page is with Score and Time Spent included.

 

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  • Score and Attempts the learner has made when passing the quiz.
    In the report, downloaded: Training Management > Course> Course Reports > Report Type by Quiz > Group by Learner > Export to Excel.

Once Access to Full Learner Details for Course Administrator is disabled, the course administrator will see a certain list of columns of the learners’ details in the downloaded report excluding Score and Attempts.

 

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To compare, the Microsoft 365 global administrator's view of the same report is with Score and Attempts included.

 

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  • Number of Attempts, Average Time, Score in the downloaded report for the relevant training.
    Found via path: Training Management > Course> Course Reports > Report Type by Quiz > Group by Quiz > Export to Excel

Once Access to Full Learner Details for Course Administrator is disabled, the course administrator will see a certain list of details in the downloaded report excluding Number of Attempts, Average Time, and Score.

 

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To compare, the Microsoft 365 global administrator's view of the same report is with Number of Attempts, Average Time, and Score included.

 

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The learner's data on attempting learning modules

  • Learner’s Score, Average Time, and Attempts in the downloaded report on learning modules.
    The report is downloaded the following way: Training Management > Course> Course Reports > Report Type by Learning Module >Group by Learner > Export to Excel

Once the Access to Full Learner Details for Course Administrator option is disabled, the course administrator will see a certain list of details in the downloaded report without Score, Average Time, and Attempts.

 

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To compare, the Microsoft 365 global administrator's view of the same report includes Score, Average Time, and Attempts.

 

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  • Number of Attempts, Average Time, and Score in the reports on learning modules.

The report is downloaded the followinf way: Training Management > Course> Course Reports > Report Type by Learning Module >Group by Learning Module > Export to Excel.

Once the option Access to Full Learner Details for Course Administrator is disabled, the course administrator will see a certain list of details in the downloaded report excluding Number of Attempts, Average Time, and Score.

 

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To compare, the Office 365 Global Administrator’s view of the same report includes Number of Attempts, Average Time, and Score.

 

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The learner's data for the line manager

  • Line Manager will no longer view the learner’s score in the downloaded report.
    Found via path: My Training Dashboard > Line Manager Dashboard > Select Learner > View Learner's Progress > Download Report.

Once the option Access to Full Learner Details for Line Manager is disabled, the line manager will see a certain list of details in the downloaded report excluding Score.

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To compare, the Microsoft 365 global administrator's view of the same report is with Score included.

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