Department Administration

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This article provides information on a portion of the Absorb system that has been updated with the Absorb Admin Refresh Experience.  The instructions and guidance in this article are intended for those whose environment has enabled the free Absorb Admin Refresh Experience upgraded. For more information about what is available with this, please check out the Absorb Admin Refresh Checklist!

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Overview

The Departments page (also referred to as the Department Administration page), provides you access to manage all Departments created within your Absorb LMS environment.  This page presents in the familiar report-page style, which allows Admins to add new Departments, edit existing Departments, view Users associated with the department, and much more!

Departments are the primary structure of the LMS making it required for Users to be assigned to a Department in the LMS. Admins can utilize this hierarchy to filter training, provide security for certain Admins, and report. 

 

Page Details

The Department Administration page is nested within the User menu. When Admins first navigate to this page they may be presented with a default report view, a favorite saved layout or the shared organizational default layout.

From the Department Administration page, Admins will be able to do the following:

  • Add new Departments
  • Edit Departments
  • Message Users within the Departments
  • View Users within the Departments
  • Delete Departments

Report Data

You can customize this report to provide information on any of the data points listed below.

Notes

 

Data Column Description
# of Admins*

This column displays the number of users who have the  User > Account > Admin option enabled (ON) in their User Profile who belong to the selected Department.

# of Learners*

This column displays the number of users who have the  User > Account > Learner option enabled (ON) in their User Profile who belong to the selected Department and its sub-departments.

# of Users*

This column displays the total number of Active Users in the selected Department and its sub-departments.

Billing Type

This column displays the value "N/A" unless the client has a special billing agreement.

For questions about your billing agreement, please contact your Account Manager. 

Date Added

This column displays the date and time the Department was created in the system.

Date Edited This column displays the calendar date and time that the Department was last manually updated by an Admin.
External ID

This column displays the value populated in the External ID field of the Department’s Settings.

ID

This column displays the  ID automatically generated by the LMS when the Department is created.

Name*

This column displays the Name of the Department

Parent Name*

This column displays the name of the Department that the selected Department reports to in the LMS Department Hierarchy. 

Uses Custom Style

This is an archived field and is no longer used.

 


Actions & Mass Action Options

Department Administration

After generating a report, you can perform administrative actions. Commands to modify Report data become available once the checkbox of a table row item is selected (checked). The menu is displayed on the right-hand frame of the page. This menu is context-sensitive. The options for Actions and Mass Actions that are available will change depending on the content you are selecting.

  • An individual row selection will open the Actions menu.
  • Multiple row selections will open the Mass Actions menu.

Note: Action options are dependent on your individual Admin Role permission(s).  Some actions listed in the table below may not be available to all Admins.  If you have questions related to your permission set, please contact your local System Admin for details.

Actions

The actions listed in the table below are can be applied to a single selection

Action Menu Option Description
Add Department Click this button to launch a workspace to add a new Department.
Edit Click this button to launch a workspace to view and edit the selected Department's Settings.
Message Department Click this button to launch a workspace to compose and send a message to everyone within the selected Department.
Message Department and Subs

Click this button to launch a workspace to compose and send a message to everyone within the selected Department, sub-department(s), or individual Users.

View Users

Click this button to launch a workspace to view and manage the Users who belong to the Department.

Note: Only Active Users will display in the default view.  Filter results to include those with a Status of "Inactive" to expand results.

Delete Department

Click this button to launch a workspace to delete the selected Role.

Notes:

  • Departments can only be deleted if they do not contain Users or sub-departments.
  • Any Departments removed using this method are permanently deleted from the LMS and cannot be recovered.
Deselect Click this button to clear current selections.

 

Mass Actions

The actions listed in the table below are can be applied to multiple items at a time

Action Menu Option Description
Message Department Click this button to launch a workspace to compose and send a message to everyone within the selected Department.
Message Department and Subs

Click this button to launch a workspace to compose and send a message to everyone within the selected Department, sub-department(s), or individual Users.

Deselect Click this button to clear current selections.

 


Roles & Permissions

Department Administration

Please note that your environment may use customized Role(s), Permissions, or a combination of both to regulate access to this report.

If you have questions or need assistance, please contact your local System Administrator to review your current permission set. 

Required Role Permissions

Role: Section Access Permission(s) Needed
Users> Department View or Modify permission

 

Suggested Role Permissions

Role: Section Access Permission(s) Needed
Users > Users

View or Modify permission

 

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