Commit 69d31f3d authored by Kristina Hoeppner's avatar Kristina Hoeppner
Browse files

Update information in in institution administration

Take out specific information and reference
the sections in the site admin area instead to
avoid doubling of information.
parent 34ecd953
......@@ -22,4 +22,6 @@ Most of the functionality is very similar to what site administrators can do for
.. toctree::
:maxdepth: 3
/institution_admin/manage_users
/institution_admin/manage_groups
/institution_admin/manage_institutions
.. include:: /shortcuts.rstext
Manage groups
----------------
*Institution administration -> Manage groups*
In the *Manage groups* menu you can:
* Add and update groups in bulk
* Add and update group membership in bulk
|new15| Add and update groups by CSV
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
*Institution administration -> Manage groups -> Add groups by CSV*
You can create multiple groups at once by uploading basic information about them via a CSV file.
.. seealso::
Please refer to the :ref:`"Add and update groups by CSV" section in the site administration <groups_csv_add>` for further details as the actions you can take are the same. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
|new15| Update group members by CSV
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
*Institution administration -> Manage groups -> Update group members by CSV*
You can easily update members of :ref:`groups that you have created via a CSV file <groups_csv_add>`.
.. seealso::
Please refer to the :ref:`"Update group members by CSV" section in the site administration <groups_update_members>` for further details as the actions you can take are the same. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
.. index:: Institution invitation
.. include:: /shortcuts.rstext
.. _institution_member_invite:
Manage institutions
---------------------
Institution admin invites and removes users
---------------------------------------------
*Institution administration -> Manage institutions*
An institution admin can invite users into his institution by going to *Institution administration* -> *Manage institutions* -> *Members*.
In the section *Manage institutions* you can:
.. figure:: /images/site_admin/institution_members_ia.*
:alt: Institution members screen
* change the settings for the institution(s) for which you are administrator
* add to, invite or remove users from your institution(s)
* make institution members staff or administrators
* create institution pages and share them with your members
* upload institution files
* confirm pending registrations of new accounts for your institution(s)
Choose who to accept into your institution and who not
Settings
~~~~~~~~~~~~~~
There are a few possibilities for adding members to your institution that you can choose from the drop-down menu *Users to display*:
*Institution administration -> Manage institutions -> Settings*
#. **People who have requested institution membership**: These are users who have expressed interest in joining your institution. You can add them or decline their request.
#. **People who have not requested membership yet**: These are users you would like to have in your institution, but who have not yet asked to be part themselves. You can invite these users.
#. **People who have left a given institution**: This is of interest in a multi-tenanted Mahara instance. You can choose the institution for whose members you are looking for and then select the users you want to invite.
#. **People who are already institution members**: If you want to remove certain users from your institution, e.g. because they have left your school or university, but they should still be able to keep their portfolio on Mahara, you can remove them from your institution.
#. **People who have been invited**: Once you have issued an invitation to users, you can revoke it here if necessary.
You can change a number of settings for your institution on the *Settings* page.
.. note::
**Question**: Why can an institution administrator not add any user on Mahara to his institution directly without having to go through the invitation process?
.. seealso::
Please refer to the :ref:`"Add institution" section in the site administration <add_institution>` for further details as the actions you can take are very similar. The only differences are:
**Answer**: An institution administrator can only invite users because Mahara is a user-centred system and not an institution-controlled one. Though staff have more rights in some cases, generally, they cannot force students to do something by a technical means. It is up to the student to decide to do something. Only site administrators can force actions on Mahara as they have very powerful rights.
* you cannot add an institution yourself as institution administrator.
* you cannot change the institution name but only its display name.
* you cannot add or remove authentication methods for your institution.
* you may not be able to determine or update the user file quota if the site administrator does not allow that.
.. index::
pair: Institution invitation; Request institution membership
Members
~~~~~~~~~~~~
People who have requested institution membership
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
*Institution administration -> Manage institutions -> Members*
If your institution allows self-registration, users who are not already members of your institution can request to join it.
As institution administrator you can invite and remove users from your institution(s).
.. seealso::
You can check your settings on self-registration under *Institution administration* -> *Manage institutions* -> *Settings* -> *Registration allowed?*
As institution administrator, you receive a notification about this membership request.
.. figure:: /images/site_admin/institution_member_request.*
:alt: Accept or decline institution membership request
Please refer to the :ref:`"Members" section in the site administration <institution_members>` for further details as the actions you can take are very similar. The differences are that:
Deal with an institution membership request
* you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
* you cannot add members to your institution but only invite them unless they requested membership.
#. **Users to display**: Choose **People who have requested institution membership**.
#. **Institution**: Choose from the drop-down menu to which institution you wish to add users. If there is only one institution, its name will be displayed without the drop-down menu.
#. **Users who have requested membership**: Select the users you wish to add to the institution.
#. **Search**: You can also search for users in the *search* box if there are too many names listed.
#. Add the users by clicking on the *right-arrow* button |right-arrow|.
#. **Users to be added / rejected**: If you put users into the box for users to be added / rejected by accident, you can remove them from that list by clicking on them.
#. Then click on the *left-arrow* button |left-arrow|, and they are removed from the list.
#. When you have all the members you wish to add to the institution, click the *Add members* button.
#. Alternatively, if you wish to decline users membership, you can select them and then send a general denial by clicking on the *Decline requests* button.
Institution staff
~~~~~~~~~~~~~~~~~~~~~
.. index::
pair: Institution invitation; Admin institution invitation
*Institution administration -> Manage institutions -> Institution staff*
People who have not requested membership yet
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
You can give users staff rights in an institution in which they are members. The staff role will allow them to create course groups for example. This page allows you to do that in bulk for many users at once.
As institution admin you can also take the initiative and invite users into an institution.
.. seealso::
Please refer to the :ref:`"Institution staff" section in the site administration <institution_staff>` for further details as the actions you can take are very similar. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
.. figure:: /images/site_admin/institution_member_invite_ia.*
:alt: Invite users to become institution members
Institution administrators
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Invite users to become institution members
*Institution administration -> Manage institutions -> Institution administrators*
#. **Users to display**: Choose **People who have not requested membership yet**.
#. **Institution**: Choose from the drop-down menu to which institution you wish to invite users. If you are the admin for only one institution, its name will be displayed without the drop-down menu.
#. **Non-members**: Select the users you wish to invite to the institution.
#. **Search**: You can also search for users in the *search* box if there are too many names listed.
#. Add the users to the list by clicking on the *right-arrow* button |right-arrow|.
#. **Users to be invited**: If you put a person into the box for users to be invited by accident, you can remove them from that list by clicking on them.
#. Then click on the *left-arrow* button |left-arrow|, and they are removed from the list.
#. When you have all the members you wish to invite to the institution, click the *Invite users* button. The users receive a notification and can accept or decline the institution membership invitation.
You can give users administrative rights in an institution in which they are members. The administrator role will allow them to manage users in your institution. This page allows you to do that in bulk for many users at once.
.. index::
pair: Institution invitation; Members who left institution
pair: New in Mahara 1.5; Members who left institution
.. seealso::
Please refer to the :ref:`"Institution administrators" section in the site administration <institution_admins>` for further details as the actions you can take are very similar. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
|new15| People who have left a given institution
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Admin notifications
~~~~~~~~~~~~~~~~~~~~~~
An institution admin can filter users by the previous institution to which they were attached in order to find them more quickly.
*Institution administration -> Manage institutions -> Admin notifications*
.. note::
This is only of importance for a multi-tenanted Mahara instance with at least 2 institutions.
The *Admin notifications* page lists all users with institution administrator access in your institution(s). It shows their selected notification preferences for all admin notifications. There should be at least one administrator receiving each type of message generated.
.. figure:: /images/site_admin/institution_member_left_ia.*
:alt: Invite users who had left an institution
.. seealso::
Please refer to the :ref:`"Admin notifications" section in the site administration <admin_notifications>` for further details as the page looks very similar.
Invite users to become institution members when they had left a institution
Institution pages
~~~~~~~~~~~~~~~~~~~~~~~~
#. **Users to display**: Choose **People who have left a given institution**. "Left" is interpreted loosely, it also means when an institution administrator removed them from his institution.
#. Choose the institution from which you want to add users. The users must have left it first to be listed here.
#. **Institution**: Choose from the drop-down menu to which institution you wish to invite users. If you are the admin for only one institution, its name will be displayed without the drop-down menu.
#. **Users who have left institution [name of the institution]**: Select the users you wish to invite to your institution.
#. **Search**: You can also search for users in the *search* box if there are too many names listed.
#. Add the users to the list **Users to be invited** by clicking on the *right-arrow* button |right-arrow|.
#. If you put a person into the box for users to be invited by accident, you can remove them from that list by clicking on them.
#. Then click on the *left-arrow* button |left-arrow|, and they are removed from the list.
#. When you have all the members you wish to invite to your institution, click the *Invite users* button. The users receive a notification and can accept or decline the institution membership invitation.
*Institution administration -> Manage institutions -> Pages*
.. index:: Remove from institution
pair: Institution invitation; Existing institution members
You can create pages for your entire institution. Although you could always create pages under a regular user account that other users could copy into their own portfolio, the advantage of institution pages is that new members in the institution can receive a copy upon joining the institution.
People who are already institution members
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
.. seealso::
Please refer to the :ref:`"Institution pages" section in the site administration <institution_pages>` for further details as the actions you can take are very similar. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
You can remove users from your institution, e.g. if they are no longer students at your school or university, but should still have an account on Mahara or when they are just switching institutions on the same Mahara instance.
Share
~~~~~~~~~~~~~~~~~~~~~~~~
.. figure:: /images/site_admin/institution_member_remove.*
:alt: Remove users from an institution
*Institution administration -> Manage institutions -> Share*
Remove users from an institution
You can see a list of all institution pages for your institution and change the access permissions.
#. **Users to display**: Choose **People who are already institution members**.
#. **Institution**: Choose from the drop-down menu which institution's members you wish to display. If you are the administrator for only one institution, its name will be displayed without the drop-down menu.
#. **Current members**: Select the users you wish to remove from the institution.
#. **Search**: You can also search for users in the *search* box if there are too many names listed.
#. Add the users to the list **Users to be removed** by clicking on the *right-arrow* button |right-arrow|.
#. If you put a person into the box for users to be removed by accident, you can remove them from that list by clicking on them.
#. Then click on the *left-arrow* button |left-arrow|, and they are removed from the list.
#. When you have all the members you wish to remove from your institution, click the *Remove users* button.
.. seealso::
Please refer to the :ref:`"Share" section in the site administration <institution_share>` for further details as the actions you can take are very similar. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
.. index:: Uninvite from institution
pair: Institution invitation; Revoke membership invitation
pair: New in Mahara 1.5; Revoke membership invitation
Institution files
~~~~~~~~~~~~~~~~~~~~~~~~
|new15| People who have been invited
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
*Institution administration -> Manage institutions -> Files*
An institution admin can uninvite users from an institution.
The *files area* in an institution holds all files that are uploaded by institution administrators as institution files. The uploading process works like the one in :ref:`the personal files area <files_area>`.
.. figure:: /images/site_admin/institution_member_revoke.*
:alt: Revoke membership invitations
Pending registrations
~~~~~~~~~~~~~~~~~~~~~~~~
Uninvite users from joining your institution
*Institution administration -> Manage institutions -> Pending registrations*
#. **Users to display**: Choose **People who have been invited**.
#. **Institution**: Choose from the drop-down menu which institution's members you wish to display. If you are the administrator for only one institution, its name will be displayed without the drop-down menu.
#. **Invited users**: Select the users you wish to univite from joining your institution.
#. **Search**: You can also search for users in the *search* box if there are too many names listed.
#. Add the users to the list **Users to be uninvited** by clicking on the *right-arrow* button |right-arrow|.
#. If you put a person into the box for users to be uninvited by accident, you can remove them from that list by clicking on them.
#. Then click on the *left-arrow* button |left-arrow|, and they are removed from the list.
#. When you have all the users you wish to uninvite from your institution, click the *Revoke invitations* button.
When you turn on *Confirm registration* for your institution in the :ref:`institution settings <add_institution>`, no user account in this institution is created without you knowing it. If a user is rejected, no account is created. If the option *Confirm registration* is not turned on, a user account is created in the "No institution" institution but not in your institution.
.. |right-arrow| image:: /images/buttons/right-arrow.*
.. |left-arrow| image:: /images/buttons/left-arrow.*
.. |new15| image:: /images/newin1point5.*
.. seealso::
Please refer to the :ref:`"Pending registrations" section in the site administration <pending_registrations>` for further details as the actions you can take are very similar. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
.. include:: /shortcuts.rstext
.. index::
pair: Institution administration; Users
Manage users
----------------
*Institution administration -> Manage users*
In the *Manage users* menu of the institution administration you can:
* search for users
* change settings for individual users
* suspend and delete users
* make users institution staff or administrators
* check the admin notification settings
* add and update users manually or by CSV
* view reports
User search
~~~~~~~~~~~~~~~
*Institution administration -> Manage users -> User search*
Institution administrators can search for any user in institutions for which they are administrator. You can search for their
* first name
* last name
* display name
* username
* email address
.. seealso::
Please refer to the :ref:`"User search" section in the site administration <user_search>` for further details as the actions you can take are very similar. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
|new15| Bulk actions
^^^^^^^^^^^^^^^^^^^^^^^
You can perform a number of bulk actions for users on the *Bulk actions* page.
.. seealso::
Please refer to the :ref:`"Bulk actions" section in the site administration <bulk_actions>` for further details as the actions you can take are the same. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
|new15| User reports
^^^^^^^^^^^^^^^^^^^^^^^^
You can download basic user information for easier updating of these via a CSV file and view the access list for all pages that users in your institution have created.
.. seealso::
Please refer to the :ref:`"User reports" section in the site administration <user_reports>` for further details as the actions you can take are the same. The only difference is that you may not have a drop-down menu from which you can choose an institution if you are the administrator for one institution only.
.. _institution_user_account_settings:
User account settings
~~~~~~~~~~~~~~~~~~~~~~~~
*Institution administration -> Manage users -> User search ->* Click on a username
On the *Account settings* page of a user in the administration area, you can perform a number of actions to manage the user's account. However, you cannot change personal information about this user, e.g. name, email, from this page. This can only be done in the *Content* area of the user's account or |new15| via the *Add users by CSV* page.
.. seealso::
Please refer to the :ref:`"User account settings" section in the site administration <user_account_settings>` for further details as the actions you can take are very similar. Differences are:
* You cannot delete users directly from this page but would have to suspend them first.
* You cannot add users who are not already institution members from this page as you can only manage your own institution's members.
Suspended and |new15| expired users
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
*Institution administration -> Manage users -> Suspended users*
A list of all suspended and expired users is available in the sub-menu *Suspended users*. Here you can unsuspend / reactivate or delete them.
.. seealso::
Please refer to the :ref:`"Suspended users" section in the site administration <suspended_users>` for further details as the actions you can take are the same.
Add user
~~~~~~~~~~~~
*Institution administration -> Manage users -> Add user*
You can add users to your institution by creation accounts for them manually one by one.
.. seealso::
Please refer to the :ref:`"Add user" section in the site administration <add_user>` for further details as the actions you can take are similar. In contrast to site administrators, you may not be able to choose an institution if you are admin for only one or change the file quota if that is locked on the site level.
Add and |new15| update users by CSV
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
*Institution administration -> Manage users -> Add users by CSV*
You can use this function to upload new users in bulk via a CSV file (comma-separated file) and to update existing users.
.. seealso::
Please refer to the :ref:`"Add users by CSV" section in the site administration <add_users_csv>` for further details as the actions you can take are similar. In contrast to site administrators, you may not be able to choose an institution if you are admin for only one or change the file quota if that is locked on the site level.
|new15| Change the authentication method and remote username in bulk
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
After you have :ref:`successfully invited or added new members <member_invite>` into your institution, you can change their authentication method. That can be useful if the authentication method differs from the one in the previous institution and the admin wants to link the new accounts to a remote username using.
.. seealso::
Please refer to the :ref:`"Change the authentication method and remote username in bulk" section in the site administration <change_authentication_method>` for further details as the actions you can take are similar. In contrast to site administrators, you may not be able to choose an institution if you are admin for only one.
......@@ -15,6 +15,8 @@ In the *Groups* menu of the *Site administration* you can:
* add administrators to groups
* delete groups
* manage group categories
* Add and update groups in bulk
* Add and update group membership in bulk
Administer groups
~~~~~~~~~~~~~~~~~~~
......
......@@ -419,6 +419,8 @@ If you have set up multiple authentication methods in one institution, you can d
.. index::
pair: Institutions; Members
.. _institution_members:
Members
~~~~~~~~~
......@@ -568,10 +570,12 @@ A site admin can uninvite users from an institution.
.. index::
pair: Institutions; Institution staff
.. _institution_staff:
Institution staff
~~~~~~~~~~~~~~~~~~~~~~
You can give users staff rights in an institution in which they are members. The staff role will allow them to create course groups for example. This page allows you to do that in bulk for many users at once.
You can give users staff rights in an institution in which they are members. The staff role will allow them to create course groups for example. This page allows you to do that in bulk for many users at once.
.. seealso::
You can also give staff rights on the :ref:`user account settings page <site_account_settings>`.
......@@ -592,6 +596,8 @@ You can give users staff rights in an institution in which they are members. The
.. index::
pair: Institutions; Institution administrator
.. _institution_admins:
Institution administrators
~~~~~~~~~~~~~~~~~~~~~~~~~~~
......@@ -616,6 +622,8 @@ You can give users admin rights in an institution in which they are members. The
.. index::
pair: Institutions; Institution pages
.. _institution_pages:
Institution pages
~~~~~~~~~~~~~~~~~~~~~~~
......@@ -642,6 +650,8 @@ You can create pages for your entire institution. Although you could always crea
.. index::
pair: Institutions; Share institution pages
.. _institution_share:
Share institution pages
~~~~~~~~~~~~~~~~~~~~~~~~~~~~
......@@ -674,6 +684,8 @@ Sharing an institution page is very similar to :ref:`sharing a portfolio page <s
.. index::
pair: Institutions; Institution files
.. _institution_files:
Files
~~~~~~~~~~~
......
......@@ -298,6 +298,8 @@ Click the *Delete user* button to delete this user account permanently. This act
Suspended and |new15| expired users
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
*Site administration -> Users -> Suspended users*
A list of all suspended and expired users is available in the sub-menu *Suspended users*. Here you can unsuspend / reactivate or delete them.
.. figure:: /images/site_admin/suspended_users.*
......@@ -313,9 +315,11 @@ A list of all suspended and expired users is available in the sub-menu *Suspende
.. _staff_users:
Staff users
Site staff
~~~~~~~~~~~~~~~
*Site administration -> Users -> Site staff*
On this page you can choose which users receive site staff rights. Potential staff members - any user on the site - are listed on the left while existing site staff members are listed on the right.
.. figure:: /images/site_admin/site_staff.*
......@@ -335,6 +339,8 @@ On this page you can choose which users receive site staff rights. Potential sta
Site admins
~~~~~~~~~~~~~
*Site administration -> Users -> Site admins*
Site administrators have powerful rights. They can make far-reaching changes and also :ref:`log in as other users <login_as>`. Be careful whom you give these rights. One site administrator is needed for each site. The total number of site administrators should be kept small.
.. figure:: /images/site_admin/site_admins.*
......@@ -354,6 +360,8 @@ Site administrators have powerful rights. They can make far-reaching changes and
Admin notifications
~~~~~~~~~~~~~~~~~~~~~~~
*Site administration -> Users -> Admin notifications*
The *Admin notifications* page lists all users with institution and site administrator access on your site. It shows their selected notification preferences for all admin notifications. There should be at least one administrator receiving each type of message generated. Admin notifications are:
* Contact us
......@@ -374,6 +382,8 @@ The *Admin notifications* page lists all users with institution and site adminis
Add user
~~~~~~~~~~~~
*Site administration -> Users -> Add user*
You can add users to your site by creation accounts for them manually one by one.
.. figure:: /images/site_admin/add_user.*
......@@ -407,6 +417,8 @@ You can add users to your site by creation accounts for them manually one by one
Add and |new15| update users by CSV
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
*Site administration -> Users -> Add users by CSV*
You can use this function to upload new users in bulk via a CSV file (comma-separated file) and to update existing users. The first row of your CSV file should specify the format of your data. For example, it should look like this:
``username,password,email,firstname,lastname,studentid``
......
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