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The Create and Edit Organization pages have collapsible sections in which you can configure the following properties:
To manage organizations, your user role must have permission for Allow Organization Maintenance in System Roles (Data Access Control > Role General Permissions).
To add or update organization properties, go to Manage Center > Users > Organization Maintenance.
The Logical Domain refers to a partition of data in the LMS. Logical domains are a way of partitioning activity for distinct communities in the LMS, such as training distributors or partner organizations.
The two mandatory fields that you must complete before you can save an organization are Organization Code and Organization Name.
Table: General Properties Field Reference
| Field | Description |
| Organization Code |
Enter a code for the organization. Organization codes must be unique within its branch in the organization hierarchy, and it cannot contain spaces. For example, you could have Root/North America/Sales and Root/EMEA/Sales organizations, where Sales is the code for both branches. However, PeopleFluent recommends making organization codes unique throughout the entire hierarchy. |
| Organization Name | Enter the name of the organization. Organization names must be unique. |
You can configure some relevant permissions for users who are assigned to the organization. For example, select the Manager Name and Manager Email check boxes to allow members of the organization to edit their manager's name and email address in their profile page.
You can also specify the level of detail in learner transcripts to make available to reviewers, direct appraisers and instructors. You can define these transcript visibility settings in a parent organization and inherit them in any of its child organizations. Alternatively, you can specify the details available to reviewers, direct appraisers and instructors separately. This is useful for jurisdictions that have strict employment laws that restrict the amount of information about their staff a manager can access.
You may want to switch off organization member permissions to edit manager name, email and similar information, in case the role level permissions for learners give them access to the corresponding tab from their profile settings. By disallowing these edit permissions, learners can only view this information in their user profile and not edit it.
You can specify at each organization level how much information a manager (for example, a reviewer or direct appraiser) can access from a user's learning transcript.
You can specify the eSignature legal name format and enable or disable eSignature authorization for various actions in the LMS.
eSignature options are available only if your organization has the license for Code of Federal Regulation record keeping (CFR 21).
Table: eSignature Field Reference
| Field | Description |
| eSignature Legal Name Format |
The default setting for the eSignature legal name format is [Last name], [First Name] [Middle Name]. To change the format, click Customize and then select from the drop-down lists the title and name components in the order you want. Select the comma from the separator drop-downs where needed. |
| eSignature Switcher |
You can specify whether various actions in the LMS trigger a request for the user's eSignature. For each user action in the LMS that can request their eSignature, you can enable or disable the eSignature request or inherit this behavior from the parent organization. Additionally, you can change the default text displayed to the user when they are prompted for their eSignature. Click the Enable All prompt for the eSignature for all actions. Click the Disable All link to disable the eSignature prompt for all actions. Click the Inherit from Parent Settings for All link to inherit the eSignature prompt settings for each action from the parent organization. When enabled, you can change the text in the Meaning box for the eSignature prompt. For example, when eSignature for course launch is enabled, the text in the Meaning box is the label value for the msg.update_meaning.course_launch label.key in the standard.properties file. To change this text, create a new msg.update_meaning.course_launch key and value in your custom.properties file. |
Enrollment policies determine how learners are enrolled in courses and the related communications and notifications. Payment Plans specify how course enrollments are paid for.
Table: Enrollment and Payment Field Reference
| Field | Description |
| Enrollment Policy | Click the browse icon to select an enrollment policy to apply to members of this organization. The organization level enrollment policy specified here takes precedence over a policy defined for the learning module into which a member of the organization enrolls. |
| Template for Assessment Workflow |
Assessment workflows consist of a list of pre- and post-evaluations or exams for courses. Select an assessment workflow template from the drop-down list to apply to all course participants who are members of this organization. You can override this organization-level template for specific course sessions by selecting another assessment workflow template or disabling assessment workflows in the Session Properties for a learning module. |
| Payment Plan | Select a payment plan for the organization. All members of the organization who are enrolled in courses requiring payment are subject to the payment method defined for the selected payment plan. |
| Token Account | Select the organization token account from the drop-down list to allow the organization or its learners to pay for course enrollments using tokens. |
| Payment by Invoice | Select this check box to specify that payment for a course is invoiced (that is, paid in arrears instead of upfront using an online payment method). |
The manager you specify here is used as part of processing for mass distribution reports (such as R503) to help simplify automated review and distribution processes.
Table: Report Distribution Field Reference
| Field | Description |
| Manager Name | Start typing a manager's name or click the browse icon to select a manager to review Mass Distribution Program Compliance Status reports (R503) run for this organization. |
Table: Member Management and Notification Settings Field Reference
| Field | Description |
| Approver | When a new user is assigned to the organization you can select an existing member to approve the user’s membership. If no approval is required, leave this field blank. It is common for an HR department to approve new users before they are added to an organization. |
| New User Welcome Email | This is the email template used to send the New User Welcome email. If no email template has been selected, click the Select link to open the Email Template Editor, where you can choose the email template. If a template has been selected for the organization, click it to open the Email Template Editor. |
| New Password Email | This is the email template used to send the New Password email. If no email template has been selected, click the Select link to open the Email Template Editor, where you can choose the email template. If a template has been selected for the organization, click it to open the Email Template Editor. |
| Feedback Address (Email or URL) | Enter an email address or feedback form URL where organization members can contact the approver. Entering a feedback address enables the Contact Us link in the avatar menu of users in the organization.
A feedback address defined for the organization's logical domain takes precedence over a feedback address entered for an organization. |
| Logout URL |
Enter the URL of the web or intranet page to redirect organization members to when they log out of the LMS. This could be the organization's LMS login page, for example. If you leave this field blank, users are returned to the URL specified by the parent organization. If no parent organization has specified a logout URL, users are returned to the default LMS login page. |
When the legacy user interface (UI) is enabled, you can customize the LMS home page for members of the organization by adding a background image, a footer link to an HTML page, or by applying a home page template. With the new UI enabled, this applies to the Widget page, which can be configured as the first page learners see when they log in. The home page used by the new UI is not configurable.
Table: Home Page Customization Field Reference
| Field | Description |
| Background Image | Click the browse icon to select an image from the Repository Manager. |
| Imprint | Enter the text or HTML source code for the imprint link that appears in page footers. |
| Widget Page Template | Select a widget page template from the drop-down list. When you specify a widget page template for an organization it is inherited by any child organizations that do not specify their own template. |
Organization Attributes provide a way to classify the organization. They can be used to filter organization selectors elsewhere in the LMS.
You must define organization attributes before you can enter their values for the organization here.
This part of the Organization Maintenance page shows which LMS user created the organization and when.
Additional Information
