Avendoo® online documentation

User management

You can manage users as author, depending on your authorizations. There are two different procedures. On the one hand you can manage users via manual operating in the system, but on the other hand you can also import users from an external file.

You see all created users until now in the overview. You can restrict the display on the right side via various filter on the left side. If you click on the “+”, you enhance the filter. If you click on the table header, you can configure the display and the columns by choosing “Edit display of columns and order” in the context menu and then “Client”, “Last login”, “Division”, “Group” or “Region”.

If you do a right click on the favored user name of an user, you get the following data displayed: Course activations for which the user is registered, training plans for which the user is registered and events for which the user is registered. Also you can show a report. Furthermore you can edit or delete the appropriate user.

To open the user management, click on the appropriate tab in the navigation bar.

Create new user type

Further functions

Merge

Merge existing users.

Contact management

You can select a contact partner for a location and/or a room if you have a face to face session. This contact partner can be another user than an Avendoo® user. Therefore you use the contact management.

To create a new contact, choose User management → Contact management → New contact.

Authorization groups

You define via the authorization groups, which team leader, author rights and user rights are assigned to the members and in dependancy of the user type which available reports are assigned to. Further you define via a select of main clients, for which users and authors the authorization group is available. Finally you can select the roles, which are assigned to the members of the group.

Further information about the authorization groups you find under Create new authorization group.

Clients

Password policy

You can activate the Password policy on clients. This is:

  • The new password may not match the already expired password.
  • The user name may not used as password. Exception is the Import user wizard.
  • An expiration time period can be set to update passwords constantly.
  • A password can basically consist of four different categories of characters (upper-case letters, lower-case letters, numbers and special characters).
  • The minimum length of the password for users and authors can be defined separately.

Further a generator for secure password was created.

To activate the password policy, choose User management → Clients. Then click on the appropriate client and enter the appropriate data on the tab Password policy.

Further information about the client types user client, content client and combination client you find in the chapter Administrator backend -> Clients.

User profile

This area is in the User management configurable, to configure, which fields in the personal data of the user profile are viewable and editable if applicable.

To create a new user profile, choose User management → User profile.

Training inventory

You can import training inventory entries via a CSV file. The import of this file is now enhanced by the column “classifications”. Further you can select freely the location at all kind of training inventory entries.

Note

These entries of the template are mandatory:
username,
title,
type,
startdate,
enddate,
location and
provider.

To import a new CSV file with training inventory entries, choose User management → Training inventory → Import.

Import settings

CSV file

Please select a CSV file containing the training inventory being imported. The file may contain in the column “type” the following values: course, curriculum, certificate und seminar. At seminar may be placed the location in the column “location”.


Client

Please select a client into which the training inventory data items are to be imported.


Character code

Select the character code for the CSV file being imported: UTF-8 or ISO-8859-1.


Delimiter

Select the delimiter, which is used in the CSV file. If you open the file for example not with Excel, but with the Editor, all individual columns and the contained data are separated by the selected delimiter. The default value is Semicolon.


Language

Define the project in which the training inventory data items are to be saved.

Overview

Statistic of the current import process

This area shows you an overview, how many training inventory entries are created new and which ones could not be imported.


Details of the training inventory data

You see individual training inventory data, which were imported and which could not be imported, in the table. The Column Note informs about why a data record could not be imported, for example: “user doesn’t exist”, or informs that one field in the data record remains empty, for example: the field “user name” is empty.

Information about the API User import

You can set users to inactive, can anonymize them, delete and/or permanently delete them in the API user import. The table below serves as decision support.

If you set an user to inactive means that there is an expiry date for this user. After this expiry date the user can be anonymized or permanently deleted. When an user is inactive, the account can be restored.

The effects of the user status “Inactive” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.

Anonymizing

You can set users to inactive, can anonymize them, delete and/or permanently delete them in the API user import. The table below serves as decision support.

If you set an user to inactive means that there is an expiry date for this user. After this expiry date the user can be anonymized or permanently deleted. When an user is inactive, the account can be restored.

The effects of the user status “Inactive” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.

If you anonymize an user, the status of this user is inactive before the anonymization. The account of this user cannot be restored, because the user name is changed.

Note

Anonymous user are also inactive. If users were registered to a course activation, they are still registered, but they aren’t shown in the participant management and in the number of the found users in the rules on participants. New rules on participants don’t register inactive users.

Anonymizing means that the user data regarding login, first name, last name, personel number and password is anonymized. All data still exist.

The effects of the user status “Anonymized and inactive” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.

If you set an user to marked as deleted, there is set a delete date for this user. Until this date a recovery is possible.

The effects of the user status “Marked as deleted” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.

If you set an user to permanently deleted, all data of the user is deleted, only the forum posts still exist with the remark “User deleted”.

The effects of the user status “Permanently deleted” regarding delete date, expiry date, reports, training inventory, recovery, filter in the user management, participant management (event date), participant management (course activation), community entries, forum posts, private messages and course announcement (participant list) you see in the table below.

Further information about the single parameters you find in the documentation of the API user import.

User statusInactiveAnonymized and inactiveMarked as deletedPermanently deleted
Delete dateNoNoSetAll data is deleted.
Expiry dateSetSetNo or set if applicable.All data is deleted.
ReportsWill be shown, won’t be shown, can be filtered.Like inactive, but data is anonymized.Won’t be shown but single exceptions, anonymized before if applicable.All data is deleted.
Training inventoryStill exists.Still exists, but the user is anonymized.Still exists.All data is deleted.
Recovery (recover an active account)Yes, delete expiry date.NoYes, reset expiry date if applicable.No
Filter in user managementYesYesYes, own OB3.No
Participant management (event date)Still be registered (past and future), still is viewable.Still be registered (past and future).Will be deregistered from future event dates.Will be deleted.
Participant management (course activation)Won’t be shown anymore, but is still registered.Stil be registered.Will be hidden.Will be deleted.
Community entriesNormal displayWill be shown as “Anonymized user”.Normal displayWill be deleted.
Forum entriesNormal displayWill be shown as “Anonymized user”.Normal displayWill be shown as “User deleted”.
Private messagesNormal displayWill be deleted, also for recipient.Normal displayWill be deleted, also for recipient.
Course announcement (participant list)Normal displayWill be shown with anonymized data.Normal displayWill be deleted.

FAQ

When do I set users and authors to inactive and which consequences does it bear?

You set users and authors to inactive by entering the entry date and/or the expiration date on the tab Master data in the User wizard or Author assistant. Out of these dates has the user or author the status “Inactive”, but from the entry date til the expiration date he/she has the status “Active”. Example of use: Trainee from 08/01/17 (entry date) til 07/31/2020 (expiration date).

If the user or author has the status “Inactive”, Avendoo® can generate reports in an appropriate way.

When do I delete users and authors and which consequences does it bear?

You delete the user or the author, if you don’t want to generate any reports of him/her. You can restore the user, but the deleted author is deleted permanently. If you delete the user, his/her training inventory entries remain.

You delete the user by choosing the mass processing function Delete or you choose the context menu Delete. Then you can filter under User management Deleted user via the user status and you get the users displayed. You can restore the user, but the data, to which he/she was registered is lost. His/her training inventory entries remain despite deleting the user. The option Content transfer to is only to use for deleting authors.

You delete the author by choosing the mass processing function Delete or the context menu Delete. If you have selected the option Content transfer to, all content like information about the author and he/she was being coordinator, are transferred. You can’t see the deleted authors under User management Deleted users, because they are already deleted permanently. Thus the deleted author cannot be restored.

When do I delete users permanently and which consequences does it bear?

If you don’t need any training inventory entries of the appropriate user, you can delete him/her permanently by using the mass processing function Delete permanently. You can’t restore this user. If you delete the user permanently, forum posts still exist and “Deleted user” is displayed instead of the name. Community and private messages are deleted, too.

What is the difference between certifications, which are created by Avendoo(R) and certifications as manual training inventory entry?

You can’t use certifications, which are not created by Avendoo(R) but as manual training inventory entry, as checkpoints. These certifications can also get a validity, but you can’t activate a reminder message for this validity. You can’t assign SVG files to certifications as manual training inventory entry, which can be downloaded by learners.