MoodleDocs - User contributions [en]

Organisation structure

2020-12-01T10:59:00Z

Hitteshahuja: /* Overview */

{{Workplace}}

= Overview =
Organisation structure is a combination of three Moodle Workplace features: departments, positions and jobs.

{{MediaPlayer | url = https://youtu.be/c-vx7SL2Q20 | desc = Moodle Workplace | Training | Organisation Structure}}

We can use departments and positions hierarchies to define any organisation structure and define all reporting lines, assigning jobs to employees in any department with any position.

Having an organisation structure can help the tenant administrator to:

* Create dynamic rules that automatically do something based on a users position or department (for example, enrol them in an induction course)
* Create custom reports that have a specific department (or position) as their audience
* Filter/search lists of users within the organisation based on their position and department
* Create team managers by assigning jobs with "Manager" or "Department lead" positions to users

Having a manager position means that:

* Your team list is displayed on your dashboard
* You are able to allocate your team members to programs and certifications ''without any capabilities'' (if enabled in the position settings)
* You are able to view custom reports on your team members ''without any capabilities'' (according to configured [[Report_builder#Configuring_audience|report audience]] settings)
* You can receive notifications about completions/overdue certifications (if enabled in the position settings)

= Departments and positions =
To access the page, click "Organisation structure" from the workplace launcher. This page is available to users with either the [[Tenant administrator role|Tenant administrator]] or [[Organisation manager role|Organisation manager]] role.

Departments and positions can be grouped together into '''frameworks'''. There can be different use cases for the frameworks - they can be used to create completely isolated sets of departments, for example one framework could be based on physical location and another one on a team within an organisation. Frameworks can also represent sub-divisions of a big organisation.

[[File:wp-os-frameworks.png]]

Both position and department structures can be '''hierarchical''', however it is more likely that the organisation would have only one of them hierarchical and another one as a flat list.

Positions have additional properties that are called "Global manager" and "Department manager". See the following example for an explanation:

== Adding new departments ==

Departments must be created inside a department framework. If there are no department frameworks created at this point, click on "New framework" to create a new one.

Click in the "+" icon to add a new department inside the framework. Notice that all departments also have a "+" icon: by clicking on it, a sub-department will be created.

== Adding new positions ==

Positions must be created inside a position framework. If there are no position frameworks created at this point, click on "New framework" to create a new one.

Click in the "+" icon to add a new position inside the framework. Notice that all positions also have a "+" icon: by clicking on it, a sub-position will be created.

=== Roles ===

Each position can have different roles and permissions to the users that have these job positions assigned to.

[[File:wp-add-position.png]]

These are the available permissions:

* Allocate users to programs/certifications
* View user reports
* Receive notifications

These permissions can be assigned to Managers, Department leads or both.

==== Manager ====

A person with the manager job will be considered a manager of anyone in a lower position, regardless of their departments.

==== Department lead ====

A person with the department lead job will be considered a manager on anyone in the same department or sub-department, regardless of their position.

== Example 1: Organisation structure hierarchy based on positions ==

The company chooses to store their hierarchy in the "Positions" tree. The CEO is the top position, underneath are the CTO and CFO. Managers of several technical teams are under the CTO, and members of these teams are under these managers. This means that there are separate positions in the hierarchy for "Members of team A" and "Members of team B". The same company uses departments as physical locations (countries, cities or rooms). They may or may not have a hierarchy. In this structure all positions that have "children" will be marked as a "Global manager". This will allow people who hold jobs in these positions to see everybody in the positions below them as their team. It's probable that the CEO does not need to "Receive notifications" from everybody in their company but they may need to see reports on them.

== Example 2: Organisation structure hierarchy based on departments ==

In this company departments represent different divisions and teams inside the company. Their structure is hierarchical. There are several positions, such as "Facilitator" and "Staff member". The "Facilitator" position has the "Department manager" checkbox enabled. When people get assigned jobs in different departments, the facilitators will be able to see everybody from their department as their team.

It's possible to create more complex structures with hierarchies in both positions and departments, and also positions that are both "Global manager" and "Department manager".

= Assigning jobs =

When the organisation structure is defined, the tenant administrator can assign jobs to different users. As shown in the examples above, when somebody is assigned a job that has manager permissions they are able to see other users from their team.

One user can have multiple jobs and be part of multiple teams.

A job represents the current job that an employee is performing, consisting of a position within a department. Actual employees' jobs can change over time, people can be promoted or transferred from one department to another. However once a job is created it is not possible to change its department and position. It is also not recommended to delete any jobs (unless they were created by mistake). Instead, the tenant administrator should set the "End date" on the current job and create a new job in the new position or department. Most reports will only show "current jobs" (i.e. those that are active at this moment in time) and automatically hide past jobs. However for historical purposes it is very useful to keep a history of all jobs that employees have had.

[[File:wp-os-new-job.png]]

Permissions to be a team manager or allocate users to programs are always taken from the '''current user's jobs''' (when current date is between job's start and end date).

= Automation and integrations =

To create departments and positions in bulk you can use [[Migrations]] tool. There are CSV importers available and via both web and CLI interfaces. Import wizard allows to specify how columns in the CSV file should be mapped to the properties of departments and positions. Only name is required, the smallest working CSV file can have only one column

It is also possible to use Web Services: '''tool_organisation_create_positions''' and '''tool_organisation_create_departments'''. Parameters descriptions are available inside Moodle itself - see [[Using web services]]

The [[Upload_users_in_Moodle_Workplace|Upload users tool]] was enhanced in Moodle Workplace and it includes functionality to assign users jobs in bulk or change existing jobs (set the end date).

Multi-tenancy

2020-09-25T15:21:41Z

Hitteshahuja: /* Enabling Shared space */

{{Workplace}}

= Overview =

Moodle Workplace allows the main administrator to create multiple "tenants" and allocate users to each of them. Tenant users will all be using the same site but will not see each other. Each tenant can have their own site name, logo and colour scheme.

{{MediaPlayer | url = https://youtu.be/JbJwSzHSJKk | desc = Moodle Workplace | Training | Multi Tenancy}}

When Moodle Workplace is installed, the site is prepared to be multi-tenant. The capability 'moodle/category:viewcourselist' is removed from the roles "Authenticated user" and "Guest". If you don't want to use Multitenancy functionality, you may consider allowing these capabilities.

= Managing tenants =

The main administrator or a user with the capability '[[Capabilities/tool/tenant:manage|tool/tenant:manage]]' is able to create tenants, change their settings, associate tenants with course categories and assign tenant administrators. Three additional roles are automatically created when Moodle Workplace is installed, automatically assigned to the following users:

* "[[Tenant administrator role|Tenant administrator]]" role is assigned to the tenant administrator in the system context
* "[[Tenant administrator in course category role|Tenant administrator in course category]]" role is assigned to the tenant administrator in the context of this tenant's course category
* "[[Tenant user role|Tenant user]]" role is assigned to any user allocated to the tenant in the context of this tenant's course category. By default this role only has the capability 'moodle/category:viewcourselist'

These roles and role assignments can not be manually deleted, nor can a site administrator manually assign these roles to users. However the main administrator can modify the roles if necessary. For example, the "Tenant administrator" role by default contains the capability '[[Capabilities/tool/tenant:managetheme|tool/tenant:managetheme]]' that allows the tenant administrator to change the look of their tenant (logo and colours). The main administrator may decide that theme customisation should only be done centrally and prohibit this capability in the "Tenant administrator" role. The same can be done for the '[[Capabilities/tool/tenant:manageusers|tool/tenant:manageusers]]' capability.

The main administrator or a user with the capability '[[Capabilities/tool/tenant:allocate|tool/tenant:allocate]]' is able to move users between tenants.

== Limiting number of tenants ==

A site administrator can restrict the number of tenants that can be created on the site from "Site administration > Advanced features > Enable tenant limit". Enabling this setting and configuring "Tenant limit" to a specific value will prevent more than this number of tenants from being created. Note that archived tenants are also counted towards this limit. It's also possible to add the following lines to your [[Configuration_file|site configuration]] to hardcode this configuration:

<code php>
$CFG->tool_tenant_tenantlimitenabled = true;
$CFG->tool_tenant_tenantlimit = <VALUE>;
</code>

= Tenant administration =

The [[Tenant administrator role]] by default has the capability '[[Capabilities/tool/tenant:manageusers|tool/tenant:manageusers]]'. Unless this capability is removed from the role by the main administrator, the tenant administrator can create and edit users inside their tenant.

The tenant administrator can assign other roles to their users, for example "Program manager" or "Organisation structure manager" in the system context.

If the tenant has its own course category, the tenant administrator also has a role "[[Tenant administrator in course category role|Tenant administrator in course category]]" in this course category and is able to assign roles in the context of this course category, for example "Course creator". For easier management there is a single page that lists all the roles that the tenant administrator can assign in both system and category context. It can be accessed through '''Workplace launcher -> Users -> Roles'''.

[[File:workplace_rolesmanagement.png|thumb|600px|center|Managing roles for tenant administrator]]

The tenant administrator is also able to manage their course category and all courses in it. Access to the course management is done through '''Workplace launcher -> Courses'''. Hint: check out the "Edit" menu for the course category.

[[File:workplace_categorymanagement.png|thumb|600px|center|Category management]]

= Sharing entities =
== Shared courses ==

Normally each tenant has its own course category and its own courses. The manual enrolment method has been modified so the user picker only displays users from the current tenant.

However there are some situations when an organisation wants to have courses that are shared between tenants. Please note that '''multitenancy will not apply to the course content'''. This means that if a user (either a learner or a trainer) is enrolled in a course, they will see users from other tenants while browsing the course. This could be forum posts, list of course participants, gradebook, reports or any other module that displays course participants.

There are various reasons for this behaviour:

# If the organisation wants to have shared courses they may actually expect this behaviour since they want the learners to study together and/or the trainer from one tenant to be a teacher for all learners regardless of their tenant
# It is simply impossible to modify all activity modules and reports to add multitenancy restrictions, especially considering that there can be third party plugins
# The same functionality can be achieved by using separate group mode if needed

If you share courses between different tenants and you want users from each tenants to learn independently they must belong to different groups and '''the course has to be in separate group mode''' (preferably forced). Please review the "Trainer" and "Non-editing trainer" roles in the course and make sure that they do not have the [[Capabilities/moodle/site:accessallgroups|accessallgroups]] capability, and the trainers are also allocated to the relevant groups.

Allocation to separate groups is done automatically when a shared course is part of a program. See also [[Programs#Shared_courses|Shared courses in programs]]

== Shared Space ==
Shared Space enables easy sharing of entities across all tenants. It works like a special tenant where users can create supported entities to be available in other tenants.

Note the Shared Space is considered a tenant, so it counts towards the tenants limit if any. See also [[Multi-tenancy#Limiting_number_of_tenants|Limiting number of tenants]].

=== Enabling Shared space ===
Shared space can be activated either by clicking the "Shared space" item in the Tenant switch dropdown or the Tenants main page (found in the Workplace launcher).

[[File:wp-enable-shared-space-dropdown.png]]

A dialogue box will require confirmation and the Shared space will only be created after the user agrees with it. Th user also has the option to hit the "Not now" button which will remove it from the Tenant Menu and henceforth will only be visible in the Manage Tenants page .

= Privacy considerations =

All user information from each tenant is stored in the same database and in the same table. This may be a concern for you if your tenants are completely independent and you must comply with [[GDPR|GDPR requirements]] to store data separately. The benefit of the multi-tenancy feature is that you have a single Moodle Workplace instance for all tenants and users, making it easier for you to maintain and have shared data. If you are required by law to separate them, unfortunately you may not benefit from multi-tenancy and may need to set up separate sites.

= See also =

* [[Capabilities/tool/tenant:manage]]

Multi-tenancy

2020-09-25T14:55:23Z

Hitteshahuja: /* Enabling Shared space */

{{Workplace}}

= Overview =

Moodle Workplace allows the main administrator to create multiple "tenants" and allocate users to each of them. Tenant users will all be using the same site but will not see each other. Each tenant can have their own site name, logo and colour scheme.

{{MediaPlayer | url = https://youtu.be/JbJwSzHSJKk | desc = Moodle Workplace | Training | Multi Tenancy}}

When Moodle Workplace is installed, the site is prepared to be multi-tenant. The capability 'moodle/category:viewcourselist' is removed from the roles "Authenticated user" and "Guest". If you don't want to use Multitenancy functionality, you may consider allowing these capabilities.

= Managing tenants =

The main administrator or a user with the capability '[[Capabilities/tool/tenant:manage|tool/tenant:manage]]' is able to create tenants, change their settings, associate tenants with course categories and assign tenant administrators. Three additional roles are automatically created when Moodle Workplace is installed, automatically assigned to the following users:

* "[[Tenant administrator role|Tenant administrator]]" role is assigned to the tenant administrator in the system context
* "[[Tenant administrator in course category role|Tenant administrator in course category]]" role is assigned to the tenant administrator in the context of this tenant's course category
* "[[Tenant user role|Tenant user]]" role is assigned to any user allocated to the tenant in the context of this tenant's course category. By default this role only has the capability 'moodle/category:viewcourselist'

These roles and role assignments can not be manually deleted, nor can a site administrator manually assign these roles to users. However the main administrator can modify the roles if necessary. For example, the "Tenant administrator" role by default contains the capability '[[Capabilities/tool/tenant:managetheme|tool/tenant:managetheme]]' that allows the tenant administrator to change the look of their tenant (logo and colours). The main administrator may decide that theme customisation should only be done centrally and prohibit this capability in the "Tenant administrator" role. The same can be done for the '[[Capabilities/tool/tenant:manageusers|tool/tenant:manageusers]]' capability.

The main administrator or a user with the capability '[[Capabilities/tool/tenant:allocate|tool/tenant:allocate]]' is able to move users between tenants.

== Limiting number of tenants ==

A site administrator can restrict the number of tenants that can be created on the site from "Site administration > Advanced features > Enable tenant limit". Enabling this setting and configuring "Tenant limit" to a specific value will prevent more than this number of tenants from being created. Note that archived tenants are also counted towards this limit. It's also possible to add the following lines to your [[Configuration_file|site configuration]] to hardcode this configuration:

<code php>
$CFG->tool_tenant_tenantlimitenabled = true;
$CFG->tool_tenant_tenantlimit = <VALUE>;
</code>

= Tenant administration =

The [[Tenant administrator role]] by default has the capability '[[Capabilities/tool/tenant:manageusers|tool/tenant:manageusers]]'. Unless this capability is removed from the role by the main administrator, the tenant administrator can create and edit users inside their tenant.

The tenant administrator can assign other roles to their users, for example "Program manager" or "Organisation structure manager" in the system context.

If the tenant has its own course category, the tenant administrator also has a role "[[Tenant administrator in course category role|Tenant administrator in course category]]" in this course category and is able to assign roles in the context of this course category, for example "Course creator". For easier management there is a single page that lists all the roles that the tenant administrator can assign in both system and category context. It can be accessed through '''Workplace launcher -> Users -> Roles'''.

[[File:workplace_rolesmanagement.png|thumb|600px|center|Managing roles for tenant administrator]]

The tenant administrator is also able to manage their course category and all courses in it. Access to the course management is done through '''Workplace launcher -> Courses'''. Hint: check out the "Edit" menu for the course category.

[[File:workplace_categorymanagement.png|thumb|600px|center|Category management]]

= Sharing entities =
== Shared courses ==

Normally each tenant has its own course category and its own courses. The manual enrolment method has been modified so the user picker only displays users from the current tenant.

However there are some situations when an organisation wants to have courses that are shared between tenants. Please note that '''multitenancy will not apply to the course content'''. This means that if a user (either a learner or a trainer) is enrolled in a course, they will see users from other tenants while browsing the course. This could be forum posts, list of course participants, gradebook, reports or any other module that displays course participants.

There are various reasons for this behaviour:

# If the organisation wants to have shared courses they may actually expect this behaviour since they want the learners to study together and/or the trainer from one tenant to be a teacher for all learners regardless of their tenant
# It is simply impossible to modify all activity modules and reports to add multitenancy restrictions, especially considering that there can be third party plugins
# The same functionality can be achieved by using separate group mode if needed

If you share courses between different tenants and you want users from each tenants to learn independently they must belong to different groups and '''the course has to be in separate group mode''' (preferably forced). Please review the "Trainer" and "Non-editing trainer" roles in the course and make sure that they do not have the [[Capabilities/moodle/site:accessallgroups|accessallgroups]] capability, and the trainers are also allocated to the relevant groups.

Allocation to separate groups is done automatically when a shared course is part of a program. See also [[Programs#Shared_courses|Shared courses in programs]]

== Shared Space ==
Shared Space enables easy sharing of entities across all tenants. It works like a special tenant where users can create supported entities to be available in other tenants.

Note the Shared Space is considered a tenant, so it counts towards the tenants limit if any. See also [[Multi-tenancy#Limiting_number_of_tenants|Limiting number of tenants]].

=== Enabling Shared space ===
Shared space can be activated either by clicking the "Shared space" item in the Tenant switch dropdown or the Tenants main page (found in the Workplace launcher).

[[File:wp-enable-shared-space-dropdown.png]]

A dialogue box will require confirmation and the Shared space will only be created after the user agrees with it. User also has the option to hit the "Not Now" button which will remove it from the Tenant Menu and henceforth will only be visible in the Manage Tenants page .

= Privacy considerations =

All user information from each tenant is stored in the same database and in the same table. This may be a concern for you if your tenants are completely independent and you must comply with [[GDPR|GDPR requirements]] to store data separately. The benefit of the multi-tenancy feature is that you have a single Moodle Workplace instance for all tenants and users, making it easier for you to maintain and have shared data. If you are required by law to separate them, unfortunately you may not benefit from multi-tenancy and may need to set up separate sites.

= See also =

* [[Capabilities/tool/tenant:manage]]

Certificate module

2020-04-27T08:17:10Z

Hitteshahuja: /* Customizing certificate */

{{Certificate}}
{{Infobox plugin
|type = Activity
|entry = https://moodle.org/plugins/mod_customcert
|tracker = https://github.com/markn86/moodle-mod_customcert/issues
|discussion = https://moodle.org/plugins/mod_customcert
|maintainer = [[User:Mark Nelson|Mark Nelson]]
|float = right
}}
The '''Certificate module''' creates PDF certificates/diplomas for students in a course. You can add borders, watermarks, seals, signatures, outcomes, grades, add custom text to a certificate via the settings menu.

Certificate should be downloaded from the download Plugins at Moodle.org (see the info box on the page for a link). You should select the certificate download that matches your Moodle version.

==Certificate examples==
Here are 3 examples. Click on one to enlarge it. Two examples show certificates made with the settings menu. The two other examples show a few possible ways to customize a certificate.
<gallery caption="Certificate examples - click on any to enlarge" widths="200px" heights="100px" perrow="6">
Image:Certificate 27 plain.png|Shows no options selected, standard title, course name, user name and words.
Image:Certificate 27 manyoptions.png|Shows many text and images selected, signature, seal, watermark, code, grade, teachers name, custom text and border.
Image:Certificate199 example creative.png|Custom border, custom signature, custom seal, custom watermark, code, outcome
Image:Certificate 27 customcode.png |Custom everything, new certificate type, with new text strings, new text and image positions, plus uploadd watermark, seal, signature and border.
</gallery>

==Installing==
#Download and Unpack the Certificate zip file (for example mod_certificate_moodle27_2014041800) for the Moodle version your are using in a temporary area,
#Copy the "certificate" folder to your Moodle mod folder located for example at yourhost\moodle\mod . The certificate folder will include folders backup, db, lang, pix (including subfolders for borders, seals, signatures and watermarks), and type (with sub folders for each of 4 default types).
#Go to your Moodle, and click on the Notifications link in the Site administration. Moodle knows something has been added and it will proceed to install the certificate module.

''Note:'' It is not necessary to move the lang file into the Moodle lang folder, the certificate lang folder(s) can stay in the mod/certificate folder.
''Note:'' Advance users upgrading from 1.9.9 or installing Certificate for the first time, might consider editing the files in the pix folder before installing via the notification link. These will be used as the default file. Site administrators [[Certificate customizing|can upload more images via the interface]] after installing the module.

See also: [[Installing_contributed_modules_or_plugins]] in MoodleDocs.

==Settings==
This is a short list of settings listed by their group. Please see [[Add/edit_certificate_module]] for more detailed information.

*General - Certificate name and introduction. The certificate will use the course name, this is the link name.
*Issue options -Here you can set email options, determine if you want to save and how user views the certificate. You can set minimium time the user must be in the course before issuing the certificate.
*Text options - determine date, security code, grade outcomes, credit hours, teachers names, custom text.
*Design (and image) options - select certificate type/print orientation, select images for border, lines, watermark, signature, seal or say no to any or all of these options.
*Common module settings -These are standard Moodle module settings. See [[Common module settings]]
*Locking options - if conditional dependencies has been turned on by the site administrator, teacher can set standards that must be met before certificate can be issued.

==Customizing certificate==
There are several ways to create a custom certificate. Please see [[Certificate customizing]] for many examples and code hints. A few quick examples from easiest to more skilled required:
*Add your own images via the site administration>Plugins>Activities>Certificate>Settings>Upload images >Type. Types are borders, seals, signatures and watermarks.
*Alternatively, add your images to the appropriate /mod/certificate/pix folder. This will also make them available under settings.
*Edit the text strings in the /mod/certificate/lang folder files, or though the customize language tool available to site administrators.
*You may create as many "types" of certificates as you wish. This is more complicated and requires some knowledge of PHP and access to the moodle/mod/certificate folder.

==See also==
* [[Add/edit certificate module]]
* [[mod/certificate/view|Viewing a Certificate]]
* [[Certificate customizing]] - many tips and how to make changes to code to customize certificates even more.
* [https://moodle.org/mod/forum/discuss.php?d=279569&parent=1201200 Adding new fonts to certificate] to support non-English languages
* Using Moodle [http://moodle.org/mod/forum/view.php?id=7163 Certificate module] forum
* [[Conditional activities]] - When this site feature is turned on, teachers can set conditions based upon other activities in the course before a certificate will be issued.
* [[Development:Certificate Module|Development of the certificate module]]
* [http://tracker.moodle.org/browse/CONTRIB-334 Patch to enable linking] to [[Face-to-face module|Face-to-Face]] contributed module.

[[Category:Certificate]]
[[Category:Contributed code]]

[[es:Módulo certificado]]