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.
Note: If you are adding New Users to a Department and have a Blended Billing Model, a tool tip will state whether the Department you've selected has Internal or External Billing applied. Please ensure you have selected the correct Department and the Department has the expected Billing Type.
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 data points listed below.
Notes
- Fields with an asterisk (*) symbol are included in the Report's default layout.
- Custom fields configured in your portal settings will also be available.
- Remember that opening a report may also include a favorite saved layout or a shared default organizational report layout.
| Data Column | Description |
|---|---|
| # of Admins* |
This column displays the number of users who have the User > Account > Admin option enabled (ON) and have been assigned the selected Department within their user management rules. |
| # 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 side of the page. This menu is context-sensitive. The available options for Actions and Mass Actions 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.
Action options depend on your Admin Role permission(s). Some actions 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:
|
| 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.
Admins must have Generated Reports in their Role, in order to export data to Excel or CSV on any Administration page or Report page.
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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