User settings

In Janison Insights you can configure how users are viewed, added and edited in the Manage People > Users section of the system. You can also activate self-registration forms and portfolio functionality, and add data sets.

Go to Settings > User Settings. The User Settings screen displays.

Common fields

A common set of fields appears in the various forms and views across the system. Administrators can configure the way these fields are presented, and each form and view can be customised individually — for example, date of birth can be visible on one form but hidden in another view.

The forms and views containing these common fields are:

• Self-Registration Form
• Create / Edit Form
• List View
• Details View
• Public Profile

There are slight variations in the columns available per form and view. The key settings and fields are:

#	Item	Description
A	Caption	Add a caption to a field to use a different term to the system default — for example 'Surname' instead of 'Last Name'.
B	Hint text	Adding hint text places an icon next to the field; hovering over it displays the hint text entered.
C	Visible	Makes the field visible, giving you the flexibility to hide fields you won't use.
D	Mandatory	Marks the field as mandatory (the user must complete it) and places an asterisk next to it.
E	Capitalisable	Anything entered in the field is automatically capitalised.
F	Order	Drag the ordering icon to move the field up or down the list.

Self-Registration Form

The fields and options of the Self-Registration Form can be customised in many ways.

1. On the User Settings screen, select the Self Registration Form expandable section.

   

2. Make the relevant selections:

   #	Item	Description
   A	Self-registration	Disabled by default. You can enable it with either: registration form on a separate page, or registration via secure link in email.
   B	Email validation	Ensures only users with a valid email address can register. Upon registering, the user receives an email with a link to activate their account and set a password. Selecting the skip-validation option bypasses email validation and signs the user directly into the site.
   C	Auto-generate password	The system automatically generates passwords for users. This should only be set in special circumstances, such as an assessment event. Tip: only valid if password generation is enabled — see password generation.
   D	Allowed Email Masks	If an email domain is entered, users can only register if their email belongs to one of the entered domains. In the example below, 'janison.com' is the allowed mask, so the entered email doesn't meet the requirement and the user sees a warning. Wildcards are permitted, indicated with an asterisk () — for example '.com.au' restricts email addresses to those ending in .com.au.
   E	Username Generation	Specifies the format in which the system generates usernames — from the email address, or a combination of the user's first and last name.
   F	Main Role	By default, users are assigned the Basic User role. If the registration form is on a separate page, this can be customised to another role. Tip: for security reasons, in-built System Administrator roles are not available for selection.

   

3. Configure the common fields: add a caption, make a field visible or mandatory, add capitalisation, or change the order of appearance.

   

4. To automatically enrol users into catalogue items upon self-registration, select an option from the Group Type dropdown — for example, enrol markers into training based on their marking group.

   

   The group type now appears as a field on the form, which you can caption, make visible and/or mandatory, and reposition.

   

   Tip

   To set up group types and groups prior to this step, see groups and group types.

5. To validate information entered during self-registration, select an option from the Validation check dropdown.

   

   By default this shows Last Name and Email, validating that email addresses or last names (or a combination of the two) are unique. If you selected a group type to auto-enrol, it also appears in the validation options. If the email and/or last name already exists in the system, feedback is provided to the user:

   

6. Select Save Settings.

Create / Edit Form

The Create / Edit Form is used under Manage People > Users when creating and editing users.

1. On the User Settings screen, select the Create / Edit Form expandable section.

   

2. Make the relevant selections:

   #	Item	Description
   A	Create Introduction text	Custom text displayed as a snippet to administrators when they create new users on the New User screen.
   B	Edit Introduction Text	Custom text displayed as a snippet to administrators when they edit existing users on the Edit User screen.
   C	Username Generation	Specifies the format in which the system generates usernames — from the email address, or a combination of the user's first and last name.
   D	Username not editable	Locks the username field so it cannot be edited, even on the Edit User screen.

   

3. Configure the common fields: add a caption or hint text, make a field visible or mandatory, add capitalisation, or change the order of appearance.

   

4. Select a Group Type from the dropdown if you would like to add this field to the form.

   

5. Select Save Settings.

List View

The List View controls the fields (columns) displayed in the list of users under Manage People > Users. The following image shows seven fields displayed.

1. On the User Settings screen, select the List View expandable section.

   

2. Enter text in the List Introduction Text field to display custom text as a snippet to administrators viewing the user list.

   

3. Configure the common fields: add a caption or hint text, make a field visible, allow batch edit, or change the order of appearance.

   

   Tip

   Batch editing is only applicable to custom attributes, and lets you edit information for one or more users at the same time. See batch edit custom attribute values.

4. Select Save Settings.

Details View

The Details View controls the fields displayed on the User Details screen under Manage People > Users.

1. On the User Settings screen, select the Details View expandable section.

   

2. Make the relevant selections:

   #	Item	Description
   A	Section Completions	Makes the Your Completions expandable section visible, showing completed catalogue item enrolments. If a catalogue item has a certificate attached, it can be accessed by selecting the image icon. Tip: items only appear in this section if they have a small thumbnail linked.
   B	Section Purchases	Makes the Purchases expandable section visible, listing all purchases made by the user. If purchases have been made, a link directs you to the orders.
   C	Section Activities	Makes the Activities performed by this user and Activities performed on this user record expandable sections visible, identifying the last 100 activities for each.
   D	Section User Roles	Makes the User roles expandable section visible, listing all the roles of the user.

   

3. Configure the common fields: add a caption, make a field visible or mandatory, add capitalisation, or change the order of appearance.

   

4. Select Save Settings.

Public Profile

Each user has a public profile, viewable on the personal details tile under Manage People > People.

1. On the User Settings screen, select the Public Profile expandable section.

   

2. Make the relevant selections:

   #	Item	Description
   A	Enable Favourites	Lets users mark other users as favourites.
   B	Search by catalogue item	Enables a field allowing users to find other users who have completed a certain catalogue item (course).
   C	Enable Advanced Search	Enables the advanced search section, with the option to set filters.
   D	Filter by Org structure	Enables filtering of users by organisation structure. If disabled, the full organisation structure is available for searching.
   E	Display Users within same Group	Users can only see users that are a member of the same group(s). If disabled, users can see all users in the tenant.

   

3. Configure the common fields: make a field visible, or change the order of appearance.

   

4. Select Save Settings.

Default user settings

You can create default user settings applied when users are created or imported into the system.

1. On the User Settings screen, select the Default User Settings expandable section.

   

2. Make the relevant selections:

   #	Item	Description
   A	Default Organisation Unit	Sets a default organisation unit, so import spreadsheets do not need to state the organisation or organisation unit — users are automatically assigned the default.
   B	Default Group Membership	Sets one or more default groups. When a user is registered (via import or self-registration), they are automatically given membership of the nominated group(s). Added groups appear underneath the dropdown.

   

3. Select Save Settings.