Using Access Groups to hide Courses and/or Learning Paths

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Using Access Groups to hide Courses and/or Learning Paths

Access Groups allow you to create groups to be used in situations where a very limited group of end-users should have access to Courses and/or Learning Paths in the LMS.

Examples include:

•Allow Trainers or IT Staff access to eLearning Courses or other resources in preparation for a new application or rollout.

•Courses with confidential or information specific only to attorneys or management staff.

Assigning an Access Group (and not including the All Users Access Group) effectively and easily hides the Course or Path from all end-users EXCEPT members of the assigned Group. Non-Group users will not see the Courses in the Library, Events on the Calendar, nor be able to search for the Course.

Creating an Access Group is accomplished by following the same steps as Groups, but must be done from the Access Manager. Access Groups will only display on the Access tab of a Course and/or Learning Path. They do not display in the Relevance or Registration tabs of Courses, Events, or Paths.

ExpandedCreating an Access Group Learn more - Watch!

1.Navigate to the Library page, and then select Access from the three dot Options menu.

TPArrowThe All Users, Company Administrators, Course Administrators, and System Administrator groups are already listed, and cannot be edited or deleted.

2.Click Add a new record Add Record on the toolbar.

3.Complete the Access Name field.

4.Click Save Button.

5.Click Add a new record Add Record on the toolbar to add the appropriate criteria which defines the members of the Group.

6.Select the appropriate criteria in the Add Parameter(s) dialog box:

a.Parameter Name – click the arrow to display a list of fields that are available in the User Details.

b.Value(s) – click the arrow to display the list of associated values for the selected parameter. You can select more than one.

7.Repeat Steps 5 and 6 to add additional Parameters. Refer to the steps for Adding a New Group for more information.

8.Click Save Button.
ExpandedAdd an Access Group to a Course or Learning Path

1.In the Library, search for and locate the required Course or Learning Path.

2.Open the Course/Path details by clicking on the Course/Path Name. Alternatively, click anywhere in the line that is not text, and then click Edit record Edit Record on the toolbar.

3.Click the Access tab.

TPArrowThe tabs for Courses and Paths will be different, but Relevance, Access, and Registration tabs are available for both.

4.Clear the All Users check box.

TPArrowOnly the All Users group check box can be cleared. Administrator Groups will always be assigned. For hiding Courses and/or Paths from ALL users EXCEPT Training Staff, this step may be sufficient without having to create an additional group for Training and/or LMS Administrators.

5.Select the check box(es) for the required Groups.

6.Click Save Button.