Registration Fields Tab Quick Reference Guide

Audience: Main Admin, Sub Admin

Overview

Registration Fields are custom fields that can be utilized to gather and keep track of data about users. These are powerful when used with auto-assignment rules to automatically put users in a group and assign content based on a Registration Field value.

There are 64 Registration Fields that can be customized to support your organization’s needs.

Enabled Permissions Required to Complete the Following Steps

By default, Main Administrators can add/change/delete Registration Fields for the LMS platform. Sub Administrators need the Registration Fields permission enabled to add/change/delete Registration Fields.

Note: User Group Administrators are not authorized to access Registration Fields.

Steps to Customize Registration Fields

During the LMS set up, Registration fields are set to Inactive.

1. From Admin Navigation, click Registration Fields.
2. Double-click a Registration Field to edit it.
3. Enter the Field Title that displays to the appropriate users.
4. Select an Active status from the drop-down menu. If the status is set to Inactive, the field does not display to any users.
5. Select a field Type from the drop-down menu.
   • Text – This allows text to be entered into the field. Regex can be used to ensure you are getting the text you want.
   • Number – This allows a number to be entered into the field. Regex can be used to ensure you are getting the number format you want.
   • Date – This allows a date to be selected for this field.
   • Dropdown – This allows multiple values to be entered into a drop-down menu for selection. This is the parent value. This Type gathers information and puts users in groups, designed around static values.
   • Sub-Dropdown – This allows multiple values to be entered under a parent value to provide additional unique values. This Type gathers information and places users in groups designed around static values.
6. Click the Not Required check box if the field can be left blank.
7. Click the Searchable check box if the field can be used as a filter on the User page.
8. Click the Users Can Edit check box if students and instructors are allowed to edit this value from their profile page. They can also edit from the Registration page if Allow users to register themselves is enabled on the Login tab of General Settings.
9. Click an option button for User Group Admins Can Edit.
   • Click Always if the User Group Admins can always edit the values of their own registration fields from the admin view.
   • Click Never if the User Group Admins are not able to change their own values from admin view, even if it is set to viewable.
   • When option is selectable if the User Group Admin can change registration field values only when Active status is Visible to All or Visible to All Admins.
10. Click the Inherited From User Group Admin check box if a new user to the User Group gets the same value for this field as the User Group Admin.
11. Click the Show on Transcript and Activity Report check box if this Registration Field displays on the student’s Transcript and Activity Report.
12. Click the Show on self-registration page check box if this Registration Field displays on the self-registration page. Note: Allow users to register themselves must be enabled on the Login tab of General Settings.
13. Click the Hide On Rosters check box if the Registration Field does not display on classroom and webinar session rosters.
14. Click the Hide from user if empty check box if the Registration Field does not display in the user’s profile if it is blank.
15. If Type Equals Text
    • Enter the Minimum Length of the text field.
    • Enter the Maximum length of the text field.
    • Enter the Regex value created at Regular Expressions in the Custom Validation Regex to validate text entered for this field.
    • Enter Custom Validation Error Text that displays if the Registration Field is completed incorrectly.
16. If Type Equals Number
    • Enter the Minimum Value of the text field.
    • Enter the Maximum Value of the text field.
    • Enter the Regex value created at Regular Expressions in the Custom Validation Regex field to validate numbers entered for this field.
    • Enter the Custom Validation Error Text that displays if the Registration Field is completed incorrectly.
17. If Type Equals Dropdown
    • Click Add.
    • Enter a display value for the drop-down menu for English (e.g., Team, Manager, Executive or Arizona, Texas, Colorado). Note: The LMS adds a column for each language imported into the LMS.
    • Enter an abbreviation for the display value for Value (e.g., Team, MGR, EXEC or AZ, TX, CO). The abbreviation is used in auto-assignment rules and cannot contain spaces.
    • Click the Admin Only check box if User Group Administrators, Sub Administrators, and Main Administrators can see this value and select it.
    • Click the Main Admins check box if only Main Administrators can see this value and select it.
    • Repeat these steps for each value required in the drop-down menu.
18. Click Save Changes.

Steps to Add/Edit a Sub-Dropdown

1. From Admin Navigation, click Registration Fields.
2. Double-click another Registration Field to edit it.
3. Select Sub-Dropdown from the Type drop-down menu.
4. Select the parent from the Parent Dropdown drop-down menu (e.g., Role).
5. Select the parent value from the Parent Dropdown Option drop-down menu the Sub-Dropdown menu applies to (e.g., Team).
6. Enter a display value for the Sub-Dropdown menu for English (e.g., Member).
7. Enter an abbreviation for the display value for Value (e.g., MBR). The abbreviation is used in auto-assignment rules and cannot contain spaces.
8. Click the Admin Only check box if User Group Administrators, Sub Administrators, and Main Administrators can see this value and select it.
9. Click the Main Admins check box if only Main Administrators can see this value and select it.
10. Repeat steps 6-9 for each value required in the sub-dropdown menu.
11. Click Save Changes.

Best Practices

A regular expression (regex or regexp for short) is a unique text string that describes a search pattern that the LMS can use to validate Registered Fields entries. Use Regex for specific types of text and number validation because it promotes clean data in the LMS. Visit Regular Expressions for more information and instructions.