Overview of users in a course catalog: adjusting the view and creating reports

Introduction

The Users page is the area in the LMS365 Admin Center where course catalog admins have a variety of options to view and manage users of the current course catalog. The columns of the page can be configured, and filters can be used for admins to find users that apply to certain criteria. Also, reports can be downloaded from this page.

In this guide, we'll provide you with an overview of how to configure the columns of this page, how to apply filters to the Users page to distinguish users according to the selected parameters, and what type of reports that can be downloaded from the Users page.

 

Actions that can be done from the Users page

The list of actions available from the Users page is the following:

 

Edit columns of the Users page

The Users page contains data on the users of the current course catalog displayed in columns.

Course catalog admins can adjust the columns of the list by selecting between columns predefined by an LMS administrator or Microsoft 365 global administrator in the Global Settings > LMS Configuration > Users Columns.

To select, customize, or edit the columns of the page, the course catalog admin must follow the steps below:

1) In the LMS365 Admin Center, from the left-navigation menu, select Learner Administration > Users.

2) From the Users list, select Edit view columns from the More drop-down menu. 

3) From the Settings panel, edit the columns in one of the following ways:

  • Select the columns to display on the Users list. In the Selected Columns section, the columns displayed in the Users list will have a blue checkmark. To remove a column from the Users list, unselect the checkbox of the relevant column. The unselected column will automatically be moved to the All Columns section.

Under All Columns, you can find additional columns that are configured by an LMS administrator or Microsoft 365 global administrator and select them to display information on the Users page. To add a column, simply select the relevant checkbox. The selected column will automatically be moved to the Selected Columns section.

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  • Change the display order of the columns. In the Selected Columns section, you can either drag-and-drop columns or use the up and down buttons next to each column name to reorder the columns.
  • Edit titles of the selected columns. To customize the name of a column, first, add the column to the Selected Columns section, and then, in the field with the column name, introduce the necessary changes.

4) To save the changes, select Save. To close the panel without saving, select the close icon.

 

Filter data on the Users page

Filter data by columns

You can filter the Users page data by its columns, and then download the result to your device by selecting the Export button. 

To filter data on the page by the columns:

  • Select the column name to filter the data in alphabetical order (ascending A-Z or descending Z-A) or in numerical order (ascending or descending). 
  • Use the filter icon next to the relevant column to call out a search field. For some columns, there will, additionally, be a selection of predefined options to filter by.

You can filter data on the page by using multiple columns at the same time. For example, you can filter learners by manager and country to get an overview of users in the catalog that are located in a certain country and has a certain manager.

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Filter by skill

The Filter by Skill option allows you to filter users on the Users page by the skills they hold.

 

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Filtering users on the Users page according to selected skill(s), the result will include the learners that have the selected skill(s) in a Valid status. The learners can be enrolled or unenrolled from the trainings they aquired the skill from.

To filter users according to specific skills, follow the steps below:

1) Selecting the Filter by Skill option will open the Filter by Skill panel.

2) From the Filter by Skill panel, select the checkbox of the relevant skill(s). You can use the search box to find the relevant skill(s) (search runs by name, category, and tag).

In the Selected tab, you can find the list of the skill(s) you have selected. You can unselect all of them by selecting the checkbox next to Name, or unselect skills that you won't use in the filter. 

 

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3) Select Filter to apply the set filters to the Users page.

The filtering will be applied to the Users page and only users that comply with the criteria of the set filter will be listed on the page. You can download the filtered result in an Excel file to your device by selecting Export.

To reset the Users page, select Reset either on the Filter by Skill panel or from the User list. 

 

Filter by no skills

Selecting the Filter by No Skills option will return users that have never aquired a skill or they don't have skill(s) in the Valid status.

 

To Filter by No Skills, follow the steps below:

1) Selecting the Filter by Skill option will open the Filter by Skill panel. On the panel, select Filter by No Skills.

 

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The filtering will be applied to the Users page and only users that comply with the criteria of the set filter will be listed on the page. You can download the filtered result in an Excel file to your device by selecting Export.

To reset the Users page, select Reset either on the Filter by Skill panel or from the User list. 

 

Filter by training

The Filter by Training option enables you to retrieve a list of learners that:

  • Aren't enrolled in any course or training plan.
  • Are enrolled in a particular course(s) or training plan(s).

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Selecting the Filter by Training option will open the Filter by Course(s) & Training Plan(s) panel. From here, you can apply different filtering options:

  • Filter by No Training

Select Filter by No Training to get the list of users that are currently not enrolled in any course or training plan.

The filtering will be applied to the Users page and only users that comply with the criteria of the set filter will be listed on the page. You can download the filtered result in an Excel file to your device by selecting Export.

 

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  • Filter by publishing status, e-Learning, Instructor-Led Training, or training plan.

To filter users, according to the courses and/or training plans they are enrolled in, select the checkbox of the relevant course(s) and/or training plan(s). 

 

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By default, the Courses & Training Plans column contains all courses and training plans of the current course catalog.

You can use the search box to find the relevant course or training plan (search runs by name, category, and tag). 

From the All Training drop-down list, you can narrow down the list of courses and training plans by filtering on publishing status, e-Learning, Instructor-Led Training, or training plan (e-Learning, Instructor-Led Training, Training Plan and/or Published, Unpublished, Scheduled, Ended)

The default setting is All Training.

Select Filter to apply the filter to the Users page and only show users that are enrolled in the courses and training plans set in the filter. You can download the filtered result in an Excel file to your device by selecting Export.

  • Filter by Date Range

To filter users, according to the courses and/or training plans they are enrolled in, that are started and not yet ended within a specific date range, select Date Range within the Filter by Course(s) & Training Plan(s) panel.

The Date Range panel will open, and from here, you can select the date range from the calendar. The date on the calendar, which is marked blue, is the present date.

 

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To reset the applied Date Range filter, select the close icon near the Date Range filter.

The filtered result of the courses and training plans depends on the type of course and training plan. 

 

For e-learning courses and training plans the filtered result depends on the start and end dates of the course or training plan and will include courses and training plans that live up to the following criteria:

  • Both the start and end dates of the course or training plan are within the set Date Range.
  • The start date of the course or training plan is within the set Date Range and the course or training plan does not have the end date set.
  • The course or training plan does not have the start date set, but the end date is within the set Date Range
  • The course or training plan does not have the start or end date set.

The filtered result will not include courses and training plans that:

  • Are unpublished.
  • Have a start date earlier than the start date of the Date Range filter and the end date within the set Date Range of the filter.
  • Have a start date within the set Date Range and an end date later than the set Date Range.
  • Have start and end dates outside of the set Date Range.

For Instructor-Led Training, the filtered result depends on the start and end dates of the session(s) in the course. A course will be returned in the results when at least one session in the course has both start and end dates within the set Date Range.

The filtered result will not include courses that:

  • Have sessions whose start date is within the set Date Range, but an end date that is later than the set Date Range.
  • Have sessions whose end date is within the set Date Range, but a start date that is earlier than the set Date Range.
  • Have no sessions.

Under the Course & Training Plans tab, from the list of the filtered courses, select the relevant course(s) and select Filter. The Users will be filtered accordingly. All learners that are enrolled in the selected course(s) will be shown on the Users panel regardless of the sessions they are enrolled in. This is also the case if the learners are still not enrolled in any session, but only in the course.

You can download the filtered result in an Excel file to your device by selecting Export.

 

Filter by training and skill

From within the Filter by Course(s) & Training Plan(s) panel, you can, additionally, filter by skills to:

  • Find learners that are enrolled in one or more course(s) and/or training plan(s) that grant one or more particular skill(s).
  • Find learners that are enrolled in one or more course(s) and/or training plan(s) that don't grant any skills.

You use the skills filter within the Filter by Course(s) & Training Plan(s) panel in the following way:

1. From the Users page, select Filter by Training.

2. This will open the Filter by Course(s) & Training Plan(s) panel. From here, select the Skills filter.

 

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3. This will open the Filter by Skills panel. From here, select the relevant skill(s) by:

  • Selecting the relevant skill(s) from the Skills tab. Here, all the skills in the current course catalog will be listed. 
  • Searching in the Search field for the relevant skill(s). The search runs by the name, category, or tag. Then, from the search result, select the relevant skill(s).

  • Selecting the Filter by No Skills option at the bottom of the panel. This will show courses and training plans that won't grant a skill. 

To select all skills displayed in the Skills tab, select the Name checkbox.

4. Select Filter to filter courses and training plans according to the set skills. 

Select Filter by No Skills to filter courses and training plans that won't grant any skills.

The filtered courses and training plans will be displayed in the Courses & Training Plans column.

The Skills filter icon will now be blue, meaning that the listed courses and training plans are filtered according to a set filter. You can select Skills to go back to the Filter by Skill panel.

5. From the Courses & Training Plans column, select the course(s) and/or training plan(s) to further filter users on the Users page. To select all the courses and training plans in the column, select the Name checkbox.

6. Select Filter to apply the set filters to the users on the Users page showing users that are enrolled in the course(s) and/or training plan(s) selected in the filter that grant skills set in the filter.

You can download the filtered result in an Excel file to your device by selecting Export.

 

Understand whether users on the page have access to the course catalog 

Sometimes users listed on the Users page have been enrolled in a specific course or training plan in the course catalog, but have not been added to the course catalog itself. In this case, this user will only have access to the course or training plan in question, not the course catalog page or other courses and training plans in the course catalog. 

To mark whether this is the case for a user, these users will have an icon next to their name icon.png on the page.

 

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You can filter the users on the Users page by whether they have access to the course catalog, by selecting the filter icon next to the icon and then the relevant option: Select All, User is in Course Catalog, User is not in Course Catalog.

 

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Export data from the Users page

You can download the data from the Users page by using the export function on the page. Selecting Export, you will download the data in your current view. This means, that if you have applied filters to the page, you will only download the data that has been returned as a result of the filtering.

The exported data will be downloaded in an Excel file to your device.

 

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The Reset function

The Reset function allows resetting any filtering applied to the Learner List.

When filtering is applied to the Users page, the icon(s) near the relevant filter will get a blue fill. To reset the filtering, select Reset.

 

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The reporting function of the Users page

From the Users page, you can download the following reports:

 

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