User Membership Expiration Report

This report lists LearnCenter name and expiration date for selected Users.

Access to this option is only available if you have been granted the following sub User Permission of the Manage Reports User Permission: Execute Membership Expiration. See Report Builder User Permissions for instructions on granting or denying this permission.

On the ControlPanel:

1. Click   on the Reports menu to expand it.
2. Click Report Builder.
3. Click next to Users to expand the list.
4. Click User Membership Expiration.
5. Select any of the following fields you want to report on, and then click to move them to the right-hand box.

6. Click the LearnCenters you want to include in the report, and then click to move them to the right-hand box. To move all LearnCenters in the list, click .
7. Click the Groups you want to include in the report, and then click to move them to the right-hand box. To move all Groups in the list, click .
8. Click Add Users.
9. Search for and select the Users you want to include in the report.

   You can search for a particular User or a range of Users using several filters. The more filters you apply, the narrower the search results will be. Likewise, the fewer filters you apply, the broader the search results will be.

   Click Reset before beginning any new search.

   To search for a User:

   1. Click Reset.
   2. Select or click all applicable filters. Each filter is described in the following table:

   Filter	Description
   Usernames Beginning With	Click the first letter of a username or [0-9] to display all usernames beginning with the option you selected. You can also click [Show All] to display all Users.
   Field(s) Containing	Type a Username, First Name, or Last Name, or any combination of the three. You can also type partial usernames, first names or last names if you are unsure of the exact spelling or if you want to broaden your search.
   Users with Status	Select one or more of the following check boxes to search for usernames by status. The more check boxes you select, the broader your search.   Denied Access - Users whose access to the LearnCenter is denied because they have not been approved by an Administrator. They can only access the LearnCenter when an Admin approves them. Pending Approval - Users who are awaiting approval to use the LearnCenter. Approved - Users who have been approved to use the LearnCenter Approved Users can access the LearnCenter. Removed - Users who have been removed from the LearnCenter. Disabled Access - Users who are approved, but who failed logging in multiple times, based on the settings for the LearnCenter password lockout feature. They cannot access the LearnCenter until an Administrator removes the lockout flag on their User accounts. Note: See Customizing the Login Lockout Feature for additional information on setting up the Login Lockout feature. If you do not select any of the check boxes, the search is performed on Users of all statuses except Removed. Note: See Customizing the Login Lockout Feature in online help for additional information on setting up the Login Lockout feature. If you do not select any of the check boxes, the search is performed on Users of all statuses except Removed.
   *User Group	This field displays if you are using the classic Groups functionality. You can search for users who are part of groups. Select (highlight) the group name in User Group box. If you want to further filter by sub group, click Sub Groups and then select the sub group name in the box. Click Show Users to display the members of this group in the User List.
   *Groups	This field displays if you are using the Dynamic Groups functionality. The search text box has a limitation of 100 characters. The default number of Groups displayed in the drop-down list is limited to 50. Type a partial name in the search box and select the Group you want from the drop-down list. Notice that the unique Group Code is listed next to the Group Name in the list.
   Display	Decide how many results you want to display on the page and select it from the Display drop-down list. The default number of records displayed on the page is 50. You can change this by selecting a different number from the Display drop-down list. You can display up to 1000 records.

   3. Click Search. Users matching your search criteria are listed in the User List.
   4. Click the check boxes next to the Users you want, and then click Return Selected.
      or
      Click Return All to return all records and pages. For example, if the search result displays 300 records and the current page displays only first 50 records, clicking Return All returns all 300 records back to the main screen.
10. Click Filter and select the filters you want to use. See Using Filters with Report Builder Reports for instructions.
11. Determine the order in which you want the fields to display on the report by selecting a field in the right-hand box and clicking or to move them to the appropriate order.
12. Indicate if you want to be notified when the report has been generated.

    1. Click the Notify Me when the report has completed check box if you want LearnCenter to notify you via email that your report is available for viewing, and attach a copy of your report to the email message. If you select this option, additional fields display.
       or
       Clear the check box if you do not want LearnCenter to notify you via email that your report is available for viewing. If you select this option, the Do not attach the results check box and the Please select format of resultsdrop-down list do not display.
    2. Click the Do not attach the results check box if you want LearnCenter to notify you via email that the report is available for viewing without attaching the report results.
       or
       Clear the check box if you want the email notification and the attachment sent to your inbox.
    3. Select one of the following formats from the Please select format of results drop-down list:

    • Microsoft® Excel
    • CSV
    • Tab- delimited text files
    • XML

    The Please select format of results drop-down list only displays if you clicked the Do not attach the results check box. You can still view the report results in the Report Manager. The XML format contains large amounts of data and may exceed the 5 Mb file size restriction.

    4. Select the number of results you want to appear per page from the Display Records Per Page drop-down list.
13. Click Build Report.. The Report Manager page opens.
14. Click Refresh until your report has been generated and displays in the Actions column.
15. Click to display your report.

    User Info Report Descriptions

    This list includes all possible fields. What fields are available for display to you in your LearnCenter is determined by your LearnCenter Administrator on the User Field Settings page. Remember that the fields that display in your report and the order in which they display are selected by you when you build the report.

    Column	Description
    First Name	The User's first name.
    Last Name	The User’s last name.
    Street 1	Indicates the User’s street address.
    Street 2	Indicates the User’s second line of the street address.
    City	Indicates the User’s city.
    State/Province	Indicates the User’s state/province.
    Postal Code	The User’s zip code.
    Country	The User’s country.
    Day Phone	The User’s daytime telephone number.
    Evening Phone	The User’s evening telephone number.
    Pager	The User’s pager number.
    Interactive Pager	The User's interactive pager number.
    Mobile Phone	The User’s cellular number
    Fax	The User's fax number.
    Email	The User’s email address.
    Email 2	A secondary email address for the User.
    SSN	The User’s social security number.
    Gender	The User’s gender.
    Nickname	The User’s nick name.
    Spouse Name	The User’s nick name.
    Company	The User’s place of work.
    Job Title	The User’s job title.
    Department	The User’s department.
    Manager Name	The User’s manager’s name.
    Office	The User's office.
    Profession	The User's profession.
    LearnCenter	The LearnCenter in which the User was created.
    Username	The User's LearnCenter Username.
    Expiration Date	The User’s or the LearnCenter’s membership expiration date depending on the following scenarios: If the User account and the LearnCenter account never expire, N/A displays. If the User account has an expiration date but the LearnCenter account does not, the User account expiration date displays. If the LearnCenter account has an expiration date but the User account does not, the LearnCenter expiration date for that LearnCenter displays. If the User account and the LearnCenter membership have expiration dates but the User’s account expiration date is greater than the LearnCenter membership, the LearnCenter membership expiration date displays. If the User account and the LearnCenter membership have expiration dates, but the User’s account expiration date is less than the LearnCenter membership, the User’s account expiration date displays.
    Status	Indicates the User's status within the LearnCenter: Approved - Users who have been approved to use the LearnCenter. Approved Users can access the LearnCenter. Pending Approval - Users who are awaiting approval to use the LearnCenter. Their accounts are in a non-active state,and these Users cannot log in. You are not yet being billed for these accounts. This status is mainly used for new accounts that are waiting for administrator approval to access the LearnCenter. Denied Access - Users whose access to the LearnCenter is denied temporarily. These accounts are locked until an administrator changes the status to Approved. Removed - Users who have been removed from the LearnCenter. Their accounts are not Active and they cannot log in. You are not being billed for the accounts. This status should be used when a User has left the company or is no longer accessing the LearnCenter. Changing a User’s status to Removed does not delete the User from the LearnCenter. You can still search for the User on the Users page using the Removed filter. Supervisors whose membership status is changed to Removed in the root LearnCenter may still be supervisors in sub LearnCenter. For example a User is made supervisor in the root LearnCenter, but his status is later changed to Removed in that root LearnCenter. (This may be done if you do not want supervisors to have access to the root LearnCenter.) However, that User can still be a supervisor for sub LearnCenters due to inheritance. Disabled Access - Approved Users who have exceeded the maximum number of failed login attempts based on the settings for the LearnCenter password lockout feature. Their accounts are locked and they cannot access the LearnCenter until an Administrator removes the lockout flag on their User accounts. Membership Statuses and Groups Users who have Pending, Denied or Removed statuses are not included in Static or Dynamic Groups until their status is changed to Active. Changing an Active User's status to Pending, Denied or Removed results in the User being removed from all Static or Dynamic Groups and from any training items (Learning Plans, Skills, and Job Profiles) that are mapped to those Groups.
    Any custom User fields	Any custom User fields you or other administrators added to the LearnCenter.
    Any custom fields	Any custom User fields you or other administrators added to the LearnCenter.

    Related Topics

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