A user disclaimer can be set up to appear on the start page or your Elentra installation, when users try to access specific courses or communities, or when users access tasks in specific distributions. You must be a medtech:admin or staff:admin user to set up a disclaimer.

How to set a user disclaimer

• Navigate to Admin>System Settings.

• Click on the organisation you want to set a user disclaimer for.

• Click 'User Disclaimers' from the left sidebar.

• Click 'Add User Disclaimer'.

• Complete the required information noting the following:

  • Effective Date: Set when the disclaimer will show up to users.

  • Trigger: Decide when this disclaimer should be applied.

    • When any page is accessed

    • When a specific course or courses are accessed

      • Set the course or courses

    • When a specific community or communities are accessed

      • Set the community or communities

      • Note you must be an administrator of a specific community to add a disclaimer to it.

    • When a specific distribution or distributions are accessed

      • Browse distributions and select one or more

    ---

• When someone declines: Decide what should happen if someone declines the disclaimer. Click the checkbox to receive email notification of any declines. There is currently no user interface add additional emails in the case of a declined disclaimer.

  • This option will not display for distribution-based disclaimers. Distribution-based disclaimers will only offer the user the option to accept.

• Audience: Click the down arrow beside Browse All Users and continue to click through to add your audience. Note that it is intentional that you can only drill down to the role level or user and not individuals. To delete any group from the list, click the small x beside the group.

  • This option will not display for distribution-based disclaimers since the audience is dictated by the assessors/evaluators in the distribution.

• Click 'Save'.

• Edit an existing disclaimer by clicking on the disclaimer title which will open an edit page.

• Delete an existing disclaimer by clicking the trashcan icon in the last column.

How to report on user disclaimers

After a user disclaimer is active you can view who has accepted or declined the disclaimer.

• Navigate to Admin>System Settings.

• Click on the organisation you want to view a user disclaimer for.

• Click 'User Disclaimers' from the left sidebar.

• Find the name of the user disclaimer you wish to view and click the eye icon in the last column.

• A list of users who have approved the disclaimer will be displayed. Click on 'Declined' to view users who have declined the disclaimer.

How users experience disclaimers

• When users with an active disclaimer try to access the system or a course/community (depending on how you configure the disclaimer) they will be asked to accept or decline the disclaimer. They also have an option to print a copy of the disclaimer for their own records.

The User Incident tools allows an organisation to keep a record of an incident involving a user.

How to record a user incident

• Navigate to Admin>Manage Users.

• Search for the relevant user and click on his/her name.

• In the User Management box on the left sidebar, click 'Incidents'.

• Click 'Add New Incident'. Note that the system will automatically record and display the name of the user who creates an incident.

• Provide the required information noting the following: Severity: Incident Severity cannot currently be configured through the user interface. If you wish to change the available incident severity levels you will need help from a developer. Status: An open incident can be edited for more information to be added including any follow-up. If an incident is closed its appearance will be greyed out when viewing a list of incidents. Dates: Both the incident date and the date of any follow-up can be recorded. Details: Information provided here is not currently visible to the user although it will be accessible to users with permission to view learner incident reports. The system will not automatically record and display the names of users who add to the initial report.

• Click 'Save Incident'.

• Incidents will display on the user profile page but are only accessible by users with admin roles. By default users do not currently have the ability to access their own recorded incidents.

How to report on open and closed incidents

• Navigate to Admin>System Reports.

• Scroll down to Learner Incident Reports.

• Click on the appropriate report, fill in the necessary information, and click 'Create Report'.

• Click on the name of a user or title on an incident to see the details.

Elentra provides administrators with the option to keep track of any information about users, for example immunization records, police checks, mask and gown size, etc. At present, there is no interface for users to adjust these records about themselves.

How to create a meta data field

• Navigate to Admin>System Settings.

• Click the name of the organisation you want to create meta data for.

• Click 'User Meta Data' from the left sidebar.

• Click 'Add Meta Data'.

• Complete the required fields, noting the following: Parent: You can created a nested hierarchy of meta data fields (e.g. immunizations: tetanus, measles, influenza, etc.). To do this, you must first create the parent meta data category, then when you create the nested fields, select the parent from the dropdown menu. Restricted to Public: Select Public Viewable if you want users to be able to see their own meta data. Select Restricted to hide the meta data fields from users and allow only administrators to see the information (these items will appear with [Admin view only] on the list of meta data fields). Group: Select the group(s) to apply this meta data to. To delete a group from an existing list, click the minus button beside the group name.

• Click Save

How to complete a meta data field

• Navigate to Admin>Manage Users.

• Click 'Manage User Meta Data' from the left sidebar.

• Set the required fields to reflect the information you want to input.

• Click 'Show Table'.

• Click 'Export/Load'.

• Click 'Export CSV' to download a file with the list of users and other relevant column headings.

• Complete the file, noting the following:

  • Type: Type reflects the meta data you are entering. You do not need to fill this in on the file unless you are uploading multiple meta data categories using one file.

  • Value: Make this the main data (e.g. shoe size: value=10).

  • Notes: This can be used to record any additional information (e.g. Received record from health unit on Jan. 16, 2015).

  • Effective date and Expiry date: These should be listed in yyyy-mm-dd format.

• The fields for this import are optional so unused columns should be deleted before importing the file.

• Click 'Import CSV' to upload the file.

• You will be prompted to map the CSV columns you've included with the meta data fields available in the system. Click and drag any unmapped fields to the appropriate place as needed.

• Choose whether to replace existing data with information in the spreadsheet, and whether or not to delete existing records if information is empty in the spreadsheet (click each check box as needed).

• Click 'Import'.

• Alternatively, you can add individual records one by one by clicking on 'Add record' for an individual from the meta data category main screen.

How to see user meta data

To view user meta data for a group:

• Navigate to Admin>Manage Users.

• Click 'Manage User Meta Data' from the left sidebar.

• Set the required fields to reflect the information you want to view.

• Click 'Show Table'.

• You'll see a list of all users and their existing records.

• This information can be exported as a csv.

To view all meta data for an individual:

• Navigate to Admin>Manage Users.

• Search for the required user and click on his/her name.

• Select 'Edit Meta Data' from the sidebar User Management section.

• You'll see a list of meta data records for the user.

How users can see their own meta data

• Users can view their user profiles by clicking on their names at the top of the Elentra screen.

• If meta data is required/logged for the user s/he will see an Extended Profile tab.

• By clicking on this tab users will see any meta data collected for them AND which is set to Public Viewable.

• At present, there is no interface for users to adjust these records about themselves.

When you add group:role permissions to faculty users you will notice a Clinical Faculty checkbox in each organization they are a part of. When you add a user through the user interface this will automatically be checked off. Note that as of Elentra ME1.12 you cannot set a user as a clinical faculty member in one organisation but not another.

This is mostly a tool to store information and is rarely used elsewhere in Elentra. One place it is used is when reporting on annual reporting. When generating reports on annual reports you can filter by clinical and non-clinical faculty (see below).

Most users require an account to access Elentra. There are some exceptions to this: you can create a public community and share it with others, add a guest member to a specific community, or add an external assessor to a distribution of an assessment and evaluation form.

To create user accounts you must associate a group and role with every user. Different combinations of group and role have different permissions in Elentra.

Although there is a user interface to manually add individual users, it is strongly recommended that your developers or technical team set up a relay of information from a central, authoritative database (e.g., an existing student information system) to feed users into Elentra. If you are not doing this and wish to bulk import users via a csv file, please see below.

Manually importing or creating users is restricted to those with administrator roles in Elentra (i.e. staff:admin, medtech:admin users).

User Profile Information

Account Details

• Staff/Student Number: Sometimes referred to as institutional id, this represents the typically numeric or alphanumeric identifier used for members of an institution.

• Username: What the user will enter to log in to Elentra (unless single sign on or other tools are in use).

• Password: Elentra will autogenerate passwords for accounts manually created through the user interface. Note that is single sign on is configured, passwords stored in the Elentra user profile are not relevant.

Account Options

• Account Status: Accounts with inactive status will prevent users from logging in.

• Access Start: Limits a user's access to Elentra to the specified start and finish times.

• Access Finish: Limits a user's access to Elentra to the specified start and finish times.

• Student Admin: Visible only on a learner's Profile under the Account Options section, the Student Admin tool is to allow you to give a learner access to Exam question folders (as indicated in the Developer Notes). The idea behind the Student Admin option is to allow experienced learners to create practice items for other learners. Students can also grade exam questions if they have been made a student admin, and assigned as a grader on an exam. Eventually student written exam questions could be used for formative exams where learners can generate an exam comprised of random items from the bank, possibly based on curriculum tags applied to the items. (Please note that the ability for a learner to generate an exam is not yet included in Elentra.)

Personal Information

• Prefix:

• First Name/Legal Name:

  • If you have multiple users with the same first and last name we recommend including their middle initial with their first name.

• Preferred Name: Note that while Elentra can store this information, it is not currently used/displayed elsewhere in the platform.

• Middle Name:

• Last Name:

• Title: Introduced in ME 1.22, provide a user's title as needed. Default options are: Dr. Mr. Mrs. Ms. Prof. Assoc. Prof. and Asst. Prof.

  • This information will display:

    • when viewing the user's profile overview (either as an admin or as the user herself),

    • when a user searches for a user using the People Search function, they can see the user's title, and

    • when a user is added as a course contact for a course and a Course Website is in use, the user's title appears below their name.

    • Note users can edit their own titles from their Profile page.

• Generational Suffix:

• Post-nominal letters: Optionally enabled using a database setting (profile_name_extensions).

• Pronoun: Introduced in ME 1.22, and optionally enabled using a database setting (profile_pronoun_enabled) to allow staff:admin to enter this information on a user profile.

  • Once this information is entered, it will display on the user profile page available to staff:admin users.

  • The pronoun selections available are stored in a database table and can be changed by a developer to suit the requirements of a specific installation.

  • Note that an additional database setting (profile_pronoun_edit_enabled) can be enabled to allow users to edit their own pronoun information. More information about this is in the User Tools help section.

• Gender: By default Elentra includes Female (F), Male (M), Non-Binary (NB) and Undefined (U).

  • Note that the genders stored in your installation can easily be modified by a developer in the database in the elentra_auth.users_lu_genders table.

• Primary E-Mail:

• Alternative E-Mail: Note that while Elentra can store this information, it is not currently used elsewhere in the platform (i.e., it is not used when sending reminders or notifications).

• Telephone Number:

• Fax Number:

• Personal Meeting ID: This field can be used if you are enabling database settings to enable Elentra to automatically display an online meeting room on events based on the Associated Teacher. See more information here.

• Country:

• Province/State:

• City:

• Address:

• Postal Code:

• Office Hours: Information entered here will display on the user's profile when viewed in People Search.

• General Comments:

Permissions

Group:role permissions define a user's basic abilities in Elentra; additional access and capabilities are granted by further being associated with a specific course or group of learners. For example, a user who is staff:pcoordinator has read access to open courses and events, however she will only have administrative abilities in a course if she is specifically associated with a course as its designated pcoordinator on the Course Setup page.

• Group: Group defines the user type in the system. Pick from Alumni, Faculty, Medtech, Resident, Staff, and Student. You can only use additional groups if you have added them to the database.

• Role: Different group types have different role availability as shown in the table below. Many group and role configurations carry different permissions. For more detail about user permissions please see the Permissions help section. Similar to groups, you can only use additional roles if you have added them to the database.

How to bulk import users from a csv

• Navigate to Admin>Manage Users.

• Click 'Import From CSV'.

• From the popup window you can download a sample CSV file.

• Open the file in your preferred spreadsheet manager and complete the columns. Required fields are listed first followed by optional fields.

• Required fields include:

  • First Name

  • Username: This will be the username for your Elentra installation.

  • email: This should be the user's email and must be distinct for each user.

  • Organisation: This should be a numeric id and reflect which organisation a user should be added to if there are multiple organisations on an installation (e.g., undergraduate medicine and postgraduate medicine). When logged in as a Medtech>Admin you can find the organisation id by navigating to Admin>System Settings and clicking on the organisation. When the page for that organisation opens the url will include the org id at the end. You can also ask a developer what the organisation ids for your installation are.

  • Gender: Gender is a required field in your upload. By default Elentra includes Female (F), Male (M), Non-Binary (NB) and Undefined (U).

    • Note that the genders stored in your installation can easily be modified by a developer in the database in the elentra_auth.users_lu_genders table.

Optional fields: Institution Number: The user's university id (e.g., staff or student number). As of ME 1.20 this can include letters and numbers. Entry Year: The year the learner entered/will enter a program. Grad Year: The anticipated graduation year. (Make sure your database includes the years you intend to enter.) Note that this field is strongly recommended for undergraduate organisations since users will automatically be added to an existing cohort if one exists for the graduation year. Notes: Information provided here will display in the General Comments section of the Personal Information section. Account Status: You can enter active or disabled in this column, you'll be able to change this setting in UI after the user is created. Access Start: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Access Finish: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Department: To enter a department affiliation for a user you must have department's Elentra id code. This is information you can request from a developer or you can find it by looking at a url. To discover the department id for yourself, you must be able to access Admin>System Settings. When you do, click on the name of the organisation you are working with and then click Departments in the left sidebar. Click on a department name and when the page for that department displays the url will include the department id at the end.

Password: Passwords can be set using an import but we recommend only importing existing passwords if you exported them from elsewhere. Salt: This is a way to make a password more secure. It is recommended that you use this field only if you've exported a list of users and already have the salt information (and the password). Prefix: Accepted prefixes are Dr., Mr., Mrs., Ms., Prof., Assoc. Prof., and Asst. Prof. Alt Email: This is a second or alternative email the user can provide. Telephone, Fax, City, Address, Postal Code, Country, Province: Provide contact information as desired.

• Every column header included in your file must be completed. If there is a column header with no information present delete that column before you upload the file.

• If you are importing a significant number of users we recommend limiting your file size to 1000 users or less.

• It is recommended that you use different files for different groups (e.g. faculty and learners) as they may not required the same fields and partially complete columns may result in errors. If you have blank cells please fill them with NULL.

• After completing the spreadsheet, you can browse to find the file or drag and drop it in place. You will be prompted to match the information included in your CSV against the mapped fields available. Fields that display highlighted with green are required.

• At this stage, you can scroll through the imported users to check their data. In the top right, click on the small arrows beside the Row counter. You'll see a summary of the information being uploaded for each user.

• Decide whether to send user notification emails to new users (uncheck if you don't want emails sent), and click on Import Users.

• You will see a green success message or be prompted to correct something in the CSV file.

• Creating user accounts using a csv import will also generate an email confirmation to the user who completed the import. The email will include a list of all users successfully created.

Uploading revised records for users

You are able to upload revised user records to the system. When you do the system will compare the records and in some circumstances ask you to confirm which record you want to use.

The system will respond the following way when you update records: If the user has the same group but a new role compared to their previous record - system will update the role and everything else (start and end date, and account status). You will be asked to confirm whether you want to update the user record. If the user has a different group from their previous record that group will be added to the user's account and all other information will be updated. If the user has the same group and same role as their previous record the system will automatically update everything included in the csv.

When the system finds two records for the same user it will display the two records. Currently, these lines look identical but we are working on adding a popover card to display the conflicting information so users can more easily decide which record to import.

Note that you can choose to update no records, update all records, or individually select which records you'd like to update.

When you look at a list of users note that records displaying in red indicate users with disabled accounts.

How to add individual users

• Navigate to Admin>Manage Users.

• Click 'Add New User'.

• Provide the required information and set Permissions for the user. Note that you must click Add Permission after you've selected the appropriate group and role for the user.

• After you've added a permission you may see the option to define a curriculum track if curriculum tracks exist for the relevant organization. Use the dropdown selector to set a user's curriculum track if necessary.

• Linking a user to a department may mean that certain reports include the user (e.g., faculty reports, work force reporting). A user can be linked to multiple departments/divisions.

• Leave email notification active or turn it off and click Add User. You will see a green success message or be prompted to correct something on the page.

How to create guest accounts for users to access individual communities

• To give someone access to a specific community and its documents, navigate to the desired community. You must be a community administrator to add a guest member.

• From the Admin Center of the specific community, click 'Manage Members'.

• Click the Add Guest Members tab.

• Complete the required information and click 'Add Guest'.

• You'll receive a green success message and the guest user will receive an email with further instructions. The user will only have access to the specific community.

How to disable and deactivate users

Under the Account Options section of a user profile you will see the ability to edit Account Status, Access Start and Access Finish.

Account Status

Updating a user's account status to Disabled will prevent the user from logging in.

Account Start and Finish

If you want to temporarily remove access to Elentra, you can edit a user's Access Finish date and time.

• Navigate to Admin>Manage Users.

• Search for the appropriate user and click on his/her name.

• From the User Management box on the left, click 'Edit Profile'.

• Under Account Options set an Access Finish date and time (you could use this to set a finish access time in the future).

• Click 'Save'.

• A user whose access is finished will display with a red highlight on the list of users.

How to delete users

• Navigate to Admin > Manage Users.

• Search for the appropriate user.

• Click the checkbox beside the user's name.

• Scroll down and click 'Delete Selected'

• Confirm your choice by clicking 'Delete Selected'

• You will get a success message.

• Users who have been deleted will display on the list of users with a green plus icon beside their name. This allows you to reactivate their account if needed (please note you will need to reassign them to a group and role, department, etc.)

Additional Information

• If you have users with identical first and last names we recommend that their middle initial be entered as part of the first name field. This will allow other users to more easily distinguish between people (e.g., when you are adding someone to a cohort or as the target of a distribution).

Elentra allows there to be two profile photos stored for each user: an official photo and a user uploaded photo. The official photo must be uploaded by an administrative user. If a user's account has both an official photo and a user uploaded photo, the official photo will be used first.

User photos appear through out Elentra. Some examples include in People Search and when triggering or completing Assessment and Evaluation forms.

Photos can be imported through the user interface in a user's profile but there is also a photo import tool that a developer can use to bulk import multiple official photos.

Please note that if a user does not want his/her photo displayed in Elentra s/he can change his/her privacy settings in the user profile. If users select Minimum Profile their photos will be hidden from other users.

Photo Import Tool

If you want to bulk import user photos you will need help from a developer. The work a non-technical staff member can do is to prepare a folder of the required photos. Each photo should be named using Lastname_Firstname.jpg or studentnumber.jpg. You don't have to worry too much about the size of the photos since Elentra will automatically resize them as needed.

Profile Photo Upload by User

If users want to upload their own profile photos they can do so through their profile. On the main Personal Information page, users can hover over the empty photo spot and click Upload Photo to add a photo.

Note that they can toggle between the official and uploaded photos to view the two photos they might have on file.

A user can't delete his or her photo. They can upload a new photo to overwrite their existing uploaded photo.

Elentra allows you to collect and store information about users in a variety of ways. Each user can have a basic profile (name, email, etc.) but you can configure Elentra to collect additional information using extended profile fields associated with specific departments.

Many institutions sync their user records with a centralized authoritative record of users which reduces the work of maintaining a user database.

Database Settings

Most use of features in Elentra is based on a users group and role permission. A user can be assigned multiple group and role permissions within an organization and can hold the same permission across multiple organizations.

Below are group and role settings and their general system permissions. Please remember that your installation of Elentra may have customized aspects of the software and changed the access of specific group and roles.

A more detailed matrix of user ability across modules can be found here.

For information on Masked Permissions please see here.