Overview of users: adjust the view, apply filters, export data, and purge user's records

Introduction

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

In this guide, we 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 available from the Users page

Required role: catalog admin.

The actions available from the Users page is:

 

Edit columns of the Users page

Required role: catalog admin.

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

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

To select, customize, or edit the columns of the Users page, the catalog admin will follow the steps:

1. In the LMS365 Admin Center, from the left-navigation menu, select Users.

2. On the Users page, from the More drop-down list, select Edit view columns.

 

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

  • Select the columns to display on the Users page. In the Selected Columns section, the columns displayed on the Users page are checked with a blue checkmark. To remove a column from the Users page, clear the checkbox of the relevant column. This column will automatically be moved to the All Columns section.

Under All Columns, you can find additional columns that can selected for display on the Users page. To add a column for display on the Users page, 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. To reorder the columns, in the Selected Columns section, you can either drag-and-drop columns or use the up and down arrows next to each column name. 
  • Edit titles of the selected columns. To customize the name of a column, first, add the column to the Selected Columns section. Next, in the field with the column name, introduce changes.

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

 

Filter data on the Users page

Required role: catalog admin.

Filter data by columns

You can filter the information on the Users page by its columns, and then download the results to your device by selecting Export. 

There are several ways to filter data on this page:

  • Use the Search field on the menu bar. Here, you can search by any information in the displayed columns, including custom columns. For example, by the city of the user.
  • Use the filter icon next to the Name column to call out a search field.
  • 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), or select the relevant checkbox in the column filter.
  • In some columns, data can be filtered by empty values. For example, by No job title. For this, select the relevant checkbox.

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You can filter data on the page using multiple columns at the same time. For example, you can filter learners by manager and country to see users in the catalog who are located in a certain country and have a certain manager.

 

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All users who are given access to the current course catalog, or a course or training plan within it, are displayed on the Users page.

If users were enrolled directly in a specific course or training plan in the course catalog as a learner but weren't added to the course catalog via the Add or Invite User(s) function on the Users panel, they'll be included in the Users list with a special icon next to their nameicon.png. In this case, users will have access only to this course or training plan. They won't have access to course catalog page or any other courses and training plans in the course catalog.

 

NOTE  

The user won't be listed on the Users page if they enrolled in a course or training plan as a course admin, session instructor, or a supervisor, but weren't previously added as a user via the Add or Invite User(s) feature, and they don't have the role of the learner in the course catalog.

 

If the relevant user isn't listed in the current catalog, you can switch to another catalog using the course catalog selector. You can view and select only those catalogs to which you have access.

The All Catalogs option is available for catalog admins who have an additional role of LMS admin, Microsoft 365 global admin, or SharePoint admin. Selecting All Catalogs redirects you to the Course Catalog Management page of the LMS365 Admin Center.

The course catalog selector uses cache memory so it might show course catalogs that you no longer have permissions to view. In this case, you'll be denied access to the course catalog. To resolve this issue, clear the cache and refresh the page.

 

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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 skills, the result will include the learners who have the selected skills in the Valid status. The learners can be enrolled in or unenrolled from the courses or training plans they acquired 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 skills. You can use the search box to find the relevant skills (search runs by name, category, and tag).

In the Selected tab, you can find the list of the skills you've selected. To edit the selection, clear the checkboxes of the skills that aren't relevant anymore. To clear the checkboxes of all the selected skills, clear the Name checkbox.

 

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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 who 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. The downloaded report will display information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English (United States).

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

 

Filter by no skills

Selecting the Filter by No Skills option will return users who have never acquired a skill or they don't have skills in the Valid status.

 

To Filter by No Skills, follow the steps:

1. Select Filter by Skill to open the Filter by Skill panel.

2. On the opened panel, select Filter by No Skills.

 

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The filtering will be applied to the Users page and only users who 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.

The downloaded report will display information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English (United States).

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

 

Filter by training

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

  • Aren't enrolled in any course or training plan.
  • Are enrolled in a particular courses or training plans.

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Selecting Filter by Training opens the Filter by Course(s) & Training Plan(s) panel with multiple filters: by No Training, filter by publishing status, by course type, by date range. To get the list of relevant users, apply the relevant filter or combine several filters. 

 

Filter by no training

Select Filter by No Training to get the list of users who aren't currently enrolled in any course or training plan.

The filtering will be applied to the Users page and only users who 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. The downloaded report will display information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English (United States).

 

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Filter by publishing status and course type

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

To find the users who are enrolled in specific courses and training plans, can be done in one of the following ways or by combination of filters:

  • Select the checkbox of the relevant courses and training plans. 
  • Use the search field to find the relevant course or training plan. Search runs by training 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 (Published, Unpublished, Scheduled, Ended) and e-Learning, Instructor-Led Training, or Training Plan, or combine filters. The default setting is All Training.

When filters are set, select Filter to apply filtering to the Users page. The filtered result will only show users who are enrolled in the courses and training plans set in the filter.

You can download the filtered users from the Users panel to your device by selecting Export. The downloaded report will display information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English (United States).

 

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Filter by date range

To filter users, according to the courses and training plans they are enrolled in, that are started and not yet ended within a set date range, follow the steps:

1. On the Filter by Course(s) & Training Plan(s) panel, select Date Range.

2. From the opened Date Range panel, select the start and end dates from the calendar. The present date on the calendar is marked blue.

 

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

In the Courses & Training plans column, you'll see the filtered course and training plans according to the set date range.

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 doesn't have the end date set.
  • The course or training plan doesn't have the start date set, but the end date is within the set Date Range
  • The course or training plan doesn't have the start or end date set.

The filtered result won't 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 sessions 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 won't 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.

3. Under the Course & Training Plans column, from the list of the filtered courses and training plans, select the relevant courses or training plans to further filter learners. To select all courses and training plans, select the Name checkbox.

4. Select Filter.

The users will be filtered accordingly. All learners who are enrolled in the selected courses will be shown on the Users panel regardless of the sessions they are enrolled in. This is also the case if the learners still aren't enrolled in any session, but only in the course.

You can download the filtered users from the Users panel to your device by selecting Export. The report will display information in the language of your browser, if this language is supported by LMS365. Otherwise, it will be displayed in English (United States).

 

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 who are enrolled in one or more courses and training plans that grant one or more particular skills.
  • Find learners who are enrolled in one or more courses and training plans 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 skills by:

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

  • 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. 

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 courses and training plans 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 who are enrolled in the courses and training plans 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 

Required role: catalog admin.

Sometimes users listed on the Users page have been enrolled in a specific course or training plan in the course catalog as a learner but haven't been added to the course catalog via the Add or Invite User(s) function on the Users page. 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 Users page.

The user won't be listed on the Users page if they aren't added to the Users page of the course catalog but only added to the course or training plan as a course admin, session instructor, or a supervisor and don't have the role of the learner in the course catalog.

 

user_added_to_training_only.png

 

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

Required role: catalog admin.

You can download the data from the Users page using the export function. Select Export to download the data in the current view. If you've applied filters to the page, only the filtered data will be downloaded.

The exported data will be downloaded to your device as an Excel file. The report will display information in the language defined by your browser settings, if this language is supported by LMS365. Otherwise, it will be displayed in English (United States).

 

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The Reset function

Required role: catalog admin.

The Reset function allows resetting any filtering applied to the Users list.

When filtering is applied to the Users page, the icons 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

Required role: catalog admin.

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

 

 

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