Tahoe Course Access Groups

Course Access Groups Feature Video

The Dashboard

This dashboard has three tabs:

Access Group Management

The Access Group Management page contains the following controls:

• Enable Course Access Groups: True or False. This enables or disables the Course Access Groups feature as a whole. Without this setting enabled, the other Course Access Group settings will not function.

Once enabled, in order to apply to your Tahoe site, you must publish the configuration change via the Changelog.

Available Course Access Groups

The Available Course Access Groups table contains all existing course access groups associated with your organization with the following properties:

Column Heading	Description
Group Name	An arbitrary name given to identify the course access group. This can be any string, such as "Administrators", "ACMECorp" or "Customers".
Group Description	A description to help other admins identify what the group is for and who it applies to. This can be any string, and we recommend making this description meaningful to ensure future group administration is simple for another site administrator.
Edit Group	Appears as a pencil icon for existing groups, allowing you to edit the Group Name and Group Description properties at a later date.
Delete Group	Appears as a trash can icon for existing groups, allowing you to delete existing groups. Once a group is deleted, it also deletes all existing group assignments associated with that group.

Adding a new group allows you to set the Group Name and Group Description properties.

Your Active Rules

Course Access Group Rules apply automatically when accounts are created in your organization based on the email address domain associated with the account.

Rules only apply to new accounts, not existing accounts, and only apply from the point of creation. For existing learners, they must be added manually to groups using the Learner Group Management interface. This includes learners who change their email after the account creation process is already complete.

The table in this section contains information about existing rules currently being applied to new registrations:

Column Heading	Description
Rule Name	The name of the rule - this can be any string, but we recommend no more than a word or two, such as the name of the access group or customer that it applies to.
Matched email domain	The email domain to check for and apply the group mapping to on registration. When adding a new email domain to this property, do not include the @ symbol, for example to ensure all users with "@customer.com" addresses are added to their group, enter "customer.com" in this field.
Group to add to	This field allows you to pick from available groups so that when an email is registered, the user is automatically assigned the appropriate access groups.
Edit Rule	Appears as a pencil icon for existing rules, allowing you to edit existing rule configuration at a later date.
Delete Rule	Appears as a trash can icon for existing rules, allowing you to delete those rules. Any existing group mappings created as a result of the rule will remain in place, but no new group assignments will be applied to new users.

The Add a New Rule button appears below this table, allowing you to create new rules for your organization.

Course Access Management

The Course Access Management tab view allows you to manage the visibility of your courses. You can assign individual groups to a course (making the course visible only to learners in these respective groups), override Course Access Groups by making the course visible to all learners, or hide the course from everyone (removing assigned groups and disabling the visibility override).

Unlike learners, courses may be assigned to multiple course access groups, giving multiple groups of learners access to the same course.

The search bar at the top of the course listing allows you to search your courses, as well as filtering the results of the search using the following presets:

Filter Preset	Description
Filter Disabled	Displays all courses, unfiltered.
Visible to All	Displays all courses that are set to "Visible to All Learners". These courses behave as though course access groups were not enabled, and are available for viewing and enrollment according to the visiblity and enrollment settings of the course.
Hidden to All	Displays all courses that do not currently have either the "Visible to All Learners" enabled, or are not assigned to any groups, meaning that no learners can access the course by any means. This is the default state for all courses with Course Access Groups Enabled.
No Group Assigned	Displays all courses that do not currently have associated course access groups. This includes courses that are not assigned to any groups but are "Visible to All Learners".
Group - Group Name	Displays all courses currently assigned to each group name configured in your organization. A filter entry will appear for each group that is created.

Below these search options, each course listed has the following controls:

Control	Description
Assign another group	Allows you to associate the course with an access group previously defined in Access Group Management.
Visible to all learners	True or False. When true, this overrides group assignments and makes a course visible to all learners, regardless of group association.
Hide from everyone	Removes all current group assignments and sets "Visible to all learners" to False, preventing anyone from accessing the course, regardless of group association. As this deletes all existing group assignments, confirmation will be requested upon clicking this button, and this action cannot be reversed once confirmed. New group mappings can still be applied once the existing ones are removed.

Learner Group Management

The Learner Group Management tab allows you to assign learners to course access groups directly. Learners may only belong to a single course access group at any one time, so a new group will be required for "hybrid" groups that combine the needs of multiple groups.

The search bar at the top of the user listing allows you to search your learners, as well as filtering the results of the search using the following presets:

Filter Preset	Description
Filter Disabled	Displays all users, unfiltered.
No Group Assigned	Displays all users that match your search and do not currently have associated course access groups.
Group - Group Name	Displays all learners currently assigned to each group name configured in your organization. A filter entry will appear for each group that is created.

The table containing the search results displays the following columns:

Column Heading	Description
Full Name	The full name of the user as submitted in their profile.
Username	The immutable username associated with this user, chosen at registration.
Email	The email address associated with this user as set in their account settings.
Group	The course access group currently associated with this learner. By selecting a new group from this dropdown (which is automatically populated with all currently available groups), the learner can be reassigned to a new group, replacing their old one.