Admin Tools — Student/User Actions

Admin Tools — Student/User Actions Quick Reference Guide (QRG)

Audience: Main Admin, Sub Admin, User Group Admin

Overview

The Admin Tools tab allows customizations of portions of the LMS and the completion of specific actions. This QRG covers actions related to students, user accounts, assignments, and student records.

Enabled Permissions Required to Complete the Following Steps

• Admin Tools > Upload Students (Sub Admin, User Group Admin)
• Admin Tools > Merge User Accounts (Sub Admin, User Group Admin)
• Admin Tools > Show User Assignments (Sub Admin, User Group Admin)
• Admin Tools > Import Student Records (Sub Admin, User Group Admin)
• Admin Tools > Delete Student Records (Sub Admin, User Group Admin)

Note: Sub Admin and User Group Admin without access to complete these steps should review Permissions with a Main Admin.

Import/Update Users by Uploading a CSV File

The CSV template file containing Username, First Name (fname), Last Name (lname), and Email must be created before completing steps 4-6. These are required fields. Other fields that can be included are status (Active or Inactive), Password, Timezone, and Registration Field values. This process can be used to create new user accounts, update user information, and change status.

1. From Admin Navigation, click Admin Tools.
2. Click Upload Students.
3. Click Download CSV Template for an Excel spreadsheet to fill out with the required information for upload.
4. Click Choose to select a User Group to assign to the students. This is optional.
5. Click Choose File to select the CSV file.
6. Select the file from the folder structure.
7. Click Upload.

Merge Duplicate User Accounts

1. From Admin Navigation, click Admin Tools.
2. Click Merge User Accounts.
3. Select or enter the Filters to search for the primary user. Click Go.
4. Select the user from the Select Primary Users displayed. This user record will be retained.
5. Select or enter the Filters to search for the duplicate user. Click Go.
6. Select the user from the Select Duplicate Users displayed. This user record will be eliminated.
7. Click Merge Users. All records from the duplicate user will now be associated with the primary user. 

Duplicate User Accounts

1. From Admin Navigation, click Admin Tools.
2. Click Duplicate User Accounts.
3. Select or enter the Filters to search for the user. Click Go.
4. Select the user from the Select User displayed.
5. Enter New Account Username.
6. Enter New Account Email Address.
7. Enter Password. If the password is left blank, the LMS will attempt to use the existing password. If the new user cannot log in with that password, the password will need to be reset.
8. Select the user from the Select Duplicate Users displayed. This user record will be eliminated.
9. Click Duplicate User Account.
10. Click OK.

Note: Duplicated information is specific to user type, as listed below.

For Student and Instructor user types, this tool will copy:

• content records
• online test responses
• SCORM interaction data
• uploaded documents
• certification events
• first assigned dates
• completion dates
• badges
• program records
• distribution list caches
• due date caches
• user group manual assignments
• content manual assignments
• learning track manual assignments
• manual due dates
• content ratings
• content recommendations
• content purchases
• user settings (language, last login, last updated, etc)
• favorites
• CEU sessions
• change log entries

For Student and Instructor user types, this tool will not copy:

• session roster information
• admin account links
• email history
• campaign history
• failed login attempts
• last UI interactions
• leaderboards
• user statistics
• daily login counts
• messages
• news status
• notifications
• OAUTH data
• PayPal logs
• site tour history
• user group access code usage
• open UI panel data

For Instructor user types, this tool will not copy any information about which sessions the user is marked as the instructor for, or any of the instructor information for those sessions.

For User Group Admin user types, this tool will copy permissions, user group assignments, and ownership.For Sub Admin user types, this tool will copy permissions.

Show User Assignments

This displays information about which user groups a user is a member of, and how their content assignments were received.

1. From Admin Navigation, click Admin Tools.
2. Click Show User Assignments.
3. Select or enter the Filters to search for users if needed. Click Go.
4. Select the user from the Select Users list displayed.
5. Click Select User to view their assignments.

Import Student Records

1. The CSV file containing Username, Completed (1 for Complete, 0 for Incomplete), and Start Date must be created before completing these steps. Score, Time, End Date, Complete Date, Instructor, and Registration Field values are optional. See additional instructions on the Import Student Records pop-up window.
2. From Admin Navigation, click Admin Tools.
3. Click Import Student Records.
4. Click Download CSV Template for an Excel spreadsheet to fill out with the required information.
5. Click Choose File to select the CSV file.
6. For Choose Content Option, select either Single Content or Multiple Content.
7. Select the content from the Choose Content list displayed.
8. Click Import.

Note: If Multiple Content is selected, add a column labeled Content Code and include the Content Code related to the specific piece of content.

Delete Student Records

This displays user information such as User Information, User Groups, and Content Assignments, and allows for deletion of student records. Note: Deleting student records is a permanent action. Please contact the TraCorp Helpdesk for support with student records management questions.

1. From Admin Navigation, click Admin Tools.
2. Click Delete Student Records.
3. Select or enter the Filters to search for a user if needed. Click Go.
4. Double-click a student or select the student from the Select Users list and click Select User.
5. Double-click a record to delete it.
6. Click Yes.

Reset Launch/Submit Count

This displays the total count of content launches and submissions, and and allows for the counts to be changed for each piece of content. Note: Submit Limit only applies to Online Test / Questionnaire content.

1. From Admin Navigation, click Admin Tools.
2. Click Reset Launch/Submit Count.
3. Double-click a student or select the student from the Select Users list and click Select User.
4. Double-click a record.
5. Enter the desired numeric value for Launch Count.
6. Enter the desired numeric value for Submit Count.
7. Click Save.
8. Click X.

Bulk Delete Users

The CSV file containing one Username per line must be created if deleting specific users. Otherwise, delete users by last login date. Note: To preserve user records, TraCorp recommends setting user accounts to inactive. This can be completed in bulk using the CSV import step described above or on an individual user record. For step-by-step instructions on how to edit a user, see Knowledgebase article: Users — Add or Edit a User.

1. From Admin Navigation, click Admin Tools.
2. Click Bulk Delete Users.
3. Click Choose File to select the CSV file if deleting specific users.
4. Select the Last Login Date from the LMS calendar if deleting records since that date.
5. Click the Also delete users who have not logged in and were registered before the date check box to delete additional users.
6. Click Submit.

Restore a Deleted User

1. From Admin Navigation, click Admin Tools.
2. Click Restore Deleted User.
3. Select or enter the Filters to search for a user if needed. Click Go.
4. Select the user from the Select User list.
5. Click Restore User.
6. Click OK.

Best Practices

Create required CSV files in advance. Templates for these files are available for download on the related import page.

Document key words: User, student, upload, merge, import records, assignments, bulk, restore