Best Practices

Best Practices

Choose your fields carefully Remember that user additional fields are primarily used to obtain additional information for reports, create dynamic groups, and enrol groups of users automatically to courses.

Keep them updated Make sure that the information for these additional fields is updated and easily retrievable in order to avoid messy platform and user management. For example, if you use a system integration such as ADFS, be sure that all of the additional fields that you want to pass to your learning platform are present. This also applies to CSV updates. Keep your databases consistent.

Visibility By allowing your users to change some user additional fields that are visible to them, you can allow them to automatically move from one automatic group to another, and even change which catalogues are visible to them. For example, you could create catalogues divided by different lines of products, roles, or even user seniority (Rookie, Normal, Advanced, Expert), and so on.

Branch Additional Fields By applying the additional fields to branches based on a domain of the Extended Enterprise, users can see the additional fields that are relevant to their branch only. As the Superadmin, you have the assurance that only the fields necessary for that particular branch are shown and completed by the user.

Stay organized When viewing user additional fields in the User Management area of the platform, you can use filters and various views in order to hide or filter the info you see. This may help you narrow down the info that you're viewing

Watch out for manual entry by learners In some cases, some user information may be difficult to track down in your platform. In this case, set the field as mandatory and grant visibility to the user. At the first login, he or she will be forced to fill in the information to proceed. In order to reduce entry typos, avoid text fields, and use a field where users don’t have to type in responses manually.

Notes about File field additional user field type This additional field is accessible to the user from the My Profile section for editing. A new file can be uploaded only here. To download the existing file, the user can access it from the My Activities widget and then the Additional Info section. Clicking on the file link will download it locally.

As a Superadmin, you can access the file by selecting the user from the Users page in the E-Learning section of the Admin Menu and choosing to edit a user profile. In the Additional Fields step, you will see the fields and you can click on the file link to upload a new file, overwriting the existing one. As an option, you can download the file by accessing the User Personal Summary from the All Users page, clicking on the ellipsis menu at the end of the user row, and selecting the related option, then moving to the Additional Info tab.

Examples of additional fields Please find below a list of examples of additional fields:

• region
• country
• City
• job title
• company seniority
• role seniority
• performance management
• date of recruitment
• end of the contract (expiration date)
• department
• job level
• sex gender