MoodleDocs - User contributions [en]

Moodle Workplace rolling release notes

2025-08-12T14:31:08Z

Pholden:

<div class="navtrail">[[Main page]] ► [[Moodle Workplace]]</div>
<div class="sideblock right" style="width: 16em;">
<div class="header">[[Moodle Workplace]]</div>
<div class="content">
* [[Programs]]
* [[Certifications]]
* [[Organisation structure]]
* [[Multi-tenancy]]
* [[Dynamic rules]]
* [[Report builder]]
* [[Certificates]]
* [[Appointments]]
* [[Custom pages]]
* [[Catalogue]]
* [[Migrations]]
* [[Moodle Workplace App]]
</div>
</div>

<p class="note">[[File:workplacelogo.png|24px]] '''Moodle Workplace'''™, available through [https://moodle.com/workplace/ Moodle Certified Partners and Service Providers] only, helps you deliver effective corporate training and professional development, and share knowledge across your organisation.</p>
__NOTOC__
= 4.5 rolling =
See our [[Moodle Workplace rolling new features|Moodle Workplace 4.5 rolling new features page]] in the user documentation for an introduction to Moodle Workplace 4.5 with screenshots.

=== New features and improvements ===

==== Better course discovery with Learning Catalogue improvements ====
* '''Course highlighting''': Spotlight specific courses in the Catalogue, ensuring that those courses always appear at the top of the list on the Catalogue landing page. This allows you to better promote new, important or recommended courses, making it easy for learners to find and focus on what matters most.
* '''New Featured Courses section on the Catalogue page''': Direct learners to key courses and ensure they appear prominently in the Catalogue by using the new, customisable Featured Courses section, which appears on the Catalogue landing page. By curating the course discovery process for your learners, you can help them find high-priority courses.
* '''Automatic price synchronisation''': With automatic price synchronisation, you can effortlessly display accurate course prices in the Catalogue by linking the new “Number” custom course field to enrolment plugins. No more manual pricing updates means that admins will save time while also ensuring that users always see the correct course price in the Catalogue.
* '''New custom fields and filters''': Easily filter by fields such as price and duration for tailored course views make it easier for learners to find courses that meet their specific needs. Some of the changes you’ll see when searching in the new Catalogue include:
** '''Range filters''' - Allow learners to filter courses by price, duration, or other numerical values that draw from the new Number course custom field, providing a tailored view of courses that fit their needs. (Only have a few minutes to spare? Search for micro-learnings that take between 1-15 minutes to complete.)
** '''Checkbox filters''' - The checkbox custom course field allows you to label a course in whatever way you choose (“New,” “Fully online,” “Facilitated,” “Monthly selection” - the options are endless), and now your learners can filter by these fields in the Catalogue, making it easier for them to find the courses you most want them to see.
** '''Highlight active filters''' - Provides a helpful visual cue by showing the number of active filters, making it easy for learners to navigate the Catalogue and hone in on exactly what they’re looking for.
* '''Hide or customise labels for fields and filters''' - Improved options for hiding or customising labels for Catalogue dislplay fields and filters means the Catalogue can be more fully adapted to meet an organisation’s course discovery needs.
* '''Better image loading''' - For performance reasons, the Catalogue now serves smaller size course images, improving page load times.

==== New options for site customisation ====
* '''New Start page options''': You now have the option to choose the Learning Catalogue or Custom Pages as the default homepage for learners. First impressions matter, and this change gives you more options for creating a branded, personalised path for learners through your Moodle Workplace site.
* '''Unlisted Custom Pages''': Create specialised site pages for unique audiences without cluttering up the primary navigation bar. This allows you to build customised content pages for your users that can be linked to anywhere on the site, unlocking endless possibilities when it comes to branding, resource sharing, and designing personalised dashboards for different groups of users.
* '''Easily copy URL for Custom Pages''': We’ve added an action to the Custom Pages landing page that allows you to easily copy the URL for a specific Custom Page. This makes it easier to grab these URL’s when linking to them throughout the site, sending communications to users, or any other time you need to link directly to a Custom Page.

==== More personalised multi-tenancy ====
* '''Custom Tenant domains''': Custom tenant domains are here! No longer an experimental feature, your tenants can now each have their own, fully branded, tenant-specific URLs and no-reply email addresses. This helps Admins with site organisation and allows your tenants to create a more customised site, with personalised automated notifications, thus reinforcing brand consistency and building trust with learners. One last note - for those of you who used the experimental feature, we have created [[Migrating multi-domain configuration|detailed instructions]] on how to migrate the settings..
* '''User Tour Tenant selector''': The introduction of a tenant user tour selector means that you can customise onboarding tours by tenant. More personalised options for tenant-specific user tours mean that your tenants have more choice about how, when, and where to orient users to their site.

==== Simplified people management ====
* '''Allocate users to Programs and Certifications from the Team Overview block''': Organisation managers can now allocate their team members to Programs and Certifications directly from the Team Overview block, which is most commonly found on the My Teams page. This allows Managers and Department Leads to easily assign learning to their teams all in one place, saving time and effort.
* '''Add a new user in the “People” tab''': With the ability to create new users directly within the Organisation Structure, HR Managers no longer need to use the full Site Administration menu for user management. This saves clicks, time, and allows you to complete common user management tasks all on one page.
* '''New “User is manager” Dynamic Rules condition''': A new "User is Manager" Dynamic Rules condition allows admins to create automations specifically for managers of any type. This enables Admins to create more precise, tailored workflows that better address the unique needs of the different types of managers within their organisation.
* '''More accurate Organisation Structure Dynamic Rules conditions''': Conditions and actions for positions and departments in Dynamic Rules will only be available if there are corresponding positions or departments in your organisation.. For example, if your organisation structure does not use Departments, you will not see Department as an option when creating dynamic rules, thus simplifying and adapting the interface to your site’s unique configuration.

==== Improvements for large sites ====
* '''Better interface for moving users between Tenants''': Effortlessly bulk-transfer users with an intuitive new modal interface. This makes it much faster and easier to search for a tenant when transferring a user from one tenant to another, an improvement essential for large sites with many tenants.
* '''Improve Department and Position selectors''': By adding search functionality and displaying the hierarchical path from the Organisation Structure, you can now effortlessly navigate and identify relevant Positions and Departments anywhere in the site where you need to make selections for automations. This makes it faster and easier to assign jobs, create Reports, Dynamic Rules, Custom Pages, and any other content you want to tailor to users in specific Positions and Departments.
* '''Adding tags to Dynamic Rules''': Dynamic Rules can now be organised with tags, making it easier for Admins to manage and categorise them using terms that make sense for your organisation.

==== Improvements for learners ====
* '''Simplified access to learning reports''': The “Learning” section in a user’s profile now provides a clear, visual warning indicator for overdue Programs and Certifications. This helps learners take ownership over their own development by easily monitoring their learning progress.
* '''Session availability filter for Appointments''': Appointment activity sessions can now be filtered by “Session availability,” a feature that helps optimise scheduling for both learners and instructors.

==== Improvements for site management ====
* '''Create courses within Program content editing''': Create new courses directly while editing a Program. This allows Program creators to stay on task and map out a full sequence of courses without needing to stop and navigate elsewhere.
* '''Include date when manually certifying a user''': You can now input a certification date when manually marking a Certification as complete for a user, an improvement that helps organisations update historical completion data.
* '''New “username” placeholder for notifications with Dynamic Rules''': Enhance site communication by using the new “username” placeholder in Dynamic Rules notifications. Being able to automatically remind a user of their username helps you create more personalised, relevant messages that encourage users to continually engage with your site.
* '''Use Textarea user profile field for Dynamic Rules conditions''': You now have a new option to select Textarea user profile fields as a Dynamic Rules condition, an improvement which allows you more flexibility for creating site automations.
* '''New “Workplace” plugins filter in Plugins Overview''': Moodle Workplace plugins are now distinctly categorised as “Workplace” plugins on the plugins overview page rather than "Additional". This enhancement includes a quick filter, an improvement that helps Admins more efficiently manage their site by making it easy to view and select only Workplace plugins.

=== Fixes ===
* Fixed memory leak issue occurring during the creation of multiple certificates
* Resolved issue with inconsistent completion percentages on the program page when a course is completed
* Fixed issue where Department Leads were not shown as "reporting to" other Department Leads within the parent department

=== Upgrade to Moodle Workplace 4.5 rolling ===

==== Multi-domain experimental feature ====
If you were using experimental multi-domain feature added in [https://tracker.moodle.org/browse/WP-3781 WP-3781] in Moodle Workplace 4.0-4.4, you need to change it to the new solution introduced in Moodle Workplace 4.5. Please check [[Migrating multi-domain configuration]] page and follow the instructions to migrate to the new feature.

==== Styling checkbox type course custom fields in the Catalogue ====
Please note that custom CSS used to style checkbox custom fields in the Catalogue may be affected by the improvements introduced in [https://tracker.moodle.org/browse/WP-4883 WP-4883], which change the display of these checkbox custom fields. We recommend reviewing your styles after the upgrade.

= 4.5.1 rolling =
Moodle Workplace 4.5.1 is based on top of Moodle LMS 4.5.1 and has all the new features of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Dynamic Rules now exclude suspended users by default
* Allow expanding more than one framework at a time in Positions and Departments
* Added a close icon to the Catalogue's search bar to reset search quickly
* Added in-place descriptions to options for creating new custom pages
* Optimised the retrieval process for tenant groups to enhance system performance
* Added dynamic rule actions to suspend, unsuspend, and delete users
* Added course-related placeholders to Dynamic Rule notifications for the "User enrolled" condition
* Added a new capability to view all pages in Custom Page listings
* Upgraded tenant selectors across the platform with autocomplete functionality
* Added a new report data source for tracking historical certification completion data

=== Fixes ===

* Resolved issue where a rule-triggered tenant move caused non-moving users to lose their tenant admin role
* Resolved issue where users from other tenants could be incorrectly displayed on the tag index page
* Fixed issue where component dynamic rules were incorrectly being applied to suspended users, causing unexpected behavior

= 4.5.2 rolling =
Moodle Workplace 4.5.2 is based on top of Moodle LMS 4.5.2 and has all the new features of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Included settings for course and program cover display in tool_mobile_get_config web service used in Mobile App
* Added support to Dynamic Rules for user-defined time frames. This allows to schedule dynamic rules to run in the future

=== Fixes ===

* Fixed an issue where web services returning custom pages did not indicate if the page was unlisted
* Fixed an issue where single-line comments in the custom SCSS field of tenant branding would break the theme
* Fixed an issue where program user allocation and completion source did not provide overall completion on a single line in reports
* Fixed an issue where keyboard navigation for the category selector did not work properly with screen readers
* Improved accessibility of the Catalogue pagination element
* Fixed an issue where updating the API position with the same child and parent ID number would crash the position framework
* Fixed an issue where users were required to complete multiple recertifications if they missed a recertification period

= 4.5.3 rolling =
Moodle Workplace 4.5.3 is based on top of Moodle LMS 4.5.3 and has all the features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Ongoing work on allowing to self-enrol in programs and displaying programs in the Learning catalogue. This functionality is not yet enabled in the production release.
* Multiple improvements and fixes have been contributed to core LMS product by the Workplace team that are required for the "Programs in catalogue" and "Charts in Report builder" projects

=== Fixes ===

* Fixed dynamic rules action search in the component rules
* Fix behaviour of more/less buttons in the catalogue filters during keyboard navigation (Accessibility)
* Prevent multiple modal popups from being opened when moving between dynamic tabs

= 4.5.4 rolling =
Moodle Workplace 4.5.4 is based on top of Moodle LMS 4.5.4 and has all the features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Added support for tenant domains to login selector web service used in the mobile app
* Allow to process big number of dynamic rules matches in parallel
* Users are now automatically suspended during tenant archiving and deleted when the tenant is removed

= 4.5.5 rolling =
Moodle Workplace 4.5.5 is based on top of Moodle LMS 4.5.5 and has all the features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Added functionality to capture and display historical data for registered and active users in the datastore.

=== Fixes ===

* Fixed multiple accessibility issues in various components to support WCAG 2.2 AA accreditation.
* Fixed an issue where switching tenants across multiple domains incorrectly redirected users to the login page.
* Fixed the program self-allocation flow to correctly handle cases where the program start date is in the future or the end date is in the past.
* Resolved an issue that caused the page to break when an empty list of category roles was added to local custom pages.
* Fixed an issue with multilingual content in the "Feature" section of the Catalogue.

= 4.5.6 rolling =
Moodle Workplace 4.5.6 is based on top of Moodle LMS 4.5.6 and has all the new features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Resolved potential privacy issue moving users with job assignments between tenants
* Resolved privacy issue in My teams block, ensuring managers see users within their own tenants only from shared organisation structure
* Fixed performance when adding large number of users to a program
* Better support for custom Tenant names/URLs in user confirmation emails
* Fixed issue with PDF generation using excessive local file system space
* Various accessibility fixes towards WCAG accreditation

Moodle Workplace release notes

2025-08-12T14:30:51Z

Pholden:

<div class="navtrail">[[Main page]] ► [[Moodle Workplace]]</div>
<div class="sideblock right" style="width: 16em;">
<div class="header">[[Moodle Workplace]]</div>
<div class="content">
* [[Programs]]
* [[Certifications]]
* [[Organisation structure]]
* [[Multi-tenancy]]
* [[Dynamic rules]]
* [[Report builder]]
* [[Certificates]]
* [[Appointments]]
* [[Custom pages]]
* [[Catalogue]]
* [[Migrations]]
* [[Moodle Workplace App]]
</div>
</div>

<p class="note">[[File:workplacelogo.png|24px]] '''Moodle Workplace'''™, available through [https://moodle.com/workplace/ Moodle Certified Partners and Service Providers] only, helps you deliver effective corporate training and professional development, and share knowledge across your organisation.</p>
__NOTOC__
= 4.5 =
See our [[Moodle Workplace new features|Moodle Workplace 4.5 new features]] page in the user documentation for an introduction to Moodle Workplace 4.5 with screenshots.

=== New features and improvements ===

==== Better course discovery with Learning Catalogue improvements ====
* '''Course highlighting''': Spotlight specific courses in the Catalogue, ensuring that those courses always appear at the top of the list on the Catalogue landing page. This allows you to better promote new, important or recommended courses, making it easy for learners to find and focus on what matters most.
* '''New Featured Courses section on the Catalogue page''': Direct learners to key courses and ensure they appear prominently in the Catalogue by using the new, customisable Featured Courses section, which appears on the Catalogue landing page. By curating the course discovery process for your learners, you can help them find high-priority courses.
* '''Automatic price synchronisation''': With automatic price synchronisation, you can effortlessly display accurate course prices in the Catalogue by linking the new “Number” custom course field to enrolment plugins. No more manual pricing updates means that admins will save time while also ensuring that users always see the correct course price in the Catalogue.
* '''New custom fields and filters''': Easily filter by fields such as price and duration for tailored course views make it easier for learners to find courses that meet their specific needs. Some of the changes you’ll see when searching in the new Catalogue include:
** '''Range filters''' - Allow learners to filter courses by price, duration, or other numerical values that draw from the new Number course custom field, providing a tailored view of courses that fit their needs. (Only have a few minutes to spare? Search for micro-learnings that take between 1-15 minutes to complete.)
** '''Checkbox filters''' - The checkbox custom course field allows you to label a course in whatever way you choose (“New,” “Fully online,” “Facilitated,” “Monthly selection” - the options are endless), and now your learners can filter by these fields in the Catalogue, making it easier for them to find the courses you most want them to see.
** '''Highlight active filters''' - Provides a helpful visual cue by showing the number of active filters, making it easy for learners to navigate the Catalogue and hone in on exactly what they’re looking for.
* '''Hide or customise labels for fields and filters''' - Improved options for hiding or customising labels for Catalogue dislplay fields and filters means the Catalogue can be more fully adapted to meet an organisation’s course discovery needs.
* '''Better image loading''' - For performance reasons, the Catalogue now serves smaller size course images, improving page load times.

==== New options for site customisation ====
* '''New Start page options''': You now have the option to choose the Learning Catalogue or Custom Pages as the default homepage for learners. First impressions matter, and this change gives you more options for creating a branded, personalised path for learners through your Moodle Workplace site.
* '''Unlisted Custom Pages''': Create specialised site pages for unique audiences without cluttering up the primary navigation bar. This allows you to build customised content pages for your users that can be linked to anywhere on the site, unlocking endless possibilities when it comes to branding, resource sharing, and designing personalised dashboards for different groups of users.
* '''Easily copy URL for Custom Pages''': We’ve added an action to the Custom Pages landing page that allows you to easily copy the URL for a specific Custom Page. This makes it easier to grab these URL’s when linking to them throughout the site, sending communications to users, or any other time you need to link directly to a Custom Page.

==== More personalised multi-tenancy ====
* '''Custom Tenant domains''': Custom tenant domains are here! No longer an experimental feature, your tenants can now each have their own, fully branded, tenant-specific URLs and no-reply email addresses. This helps Admins with site organisation and allows your tenants to create a more customised site, with personalised automated notifications, thus reinforcing brand consistency and building trust with learners. One last note - for those of you who used the experimental feature, we have created [[Migrating multi-domain configuration|detailed instructions]] on how to migrate the settings..
* '''User Tour Tenant selector''': The introduction of a tenant user tour selector means that you can customise onboarding tours by tenant. More personalised options for tenant-specific user tours mean that your tenants have more choice about how, when, and where to orient users to their site.

==== Simplified people management ====
* '''Allocate users to Programs and Certifications from the Team Overview block''': Organisation managers can now allocate their team members to Programs and Certifications directly from the Team Overview block, which is most commonly found on the My Teams page. This allows Managers and Department Leads to easily assign learning to their teams all in one place, saving time and effort.
* '''Add a new user in the “People” tab''': With the ability to create new users directly within the Organisation Structure, HR Managers no longer need to use the full Site Administration menu for user management. This saves clicks, time, and allows you to complete common user management tasks all on one page.
* '''New “User is manager” Dynamic Rules condition''': A new "User is Manager" Dynamic Rules condition allows admins to create automations specifically for managers of any type. This enables Admins to create more precise, tailored workflows that better address the unique needs of the different types of managers within their organisation.
* '''More accurate Organisation Structure Dynamic Rules conditions''': Conditions and actions for positions and departments in Dynamic Rules will only be available if there are corresponding positions or departments in your organisation.. For example, if your organisation structure does not use Departments, you will not see Department as an option when creating dynamic rules, thus simplifying and adapting the interface to your site’s unique configuration.

==== Improvements for large sites ====
* '''Better interface for moving users between Tenants''': Effortlessly bulk-transfer users with an intuitive new modal interface. This makes it much faster and easier to search for a tenant when transferring a user from one tenant to another, an improvement essential for large sites with many tenants.
* '''Improve Department and Position selectors''': By adding search functionality and displaying the hierarchical path from the Organisation Structure, you can now effortlessly navigate and identify relevant Positions and Departments anywhere in the site where you need to make selections for automations. This makes it faster and easier to assign jobs, create Reports, Dynamic Rules, Custom Pages, and any other content you want to tailor to users in specific Positions and Departments.
* '''Adding tags to Dynamic Rules''': Dynamic Rules can now be organised with tags, making it easier for Admins to manage and categorise them using terms that make sense for your organisation.

==== Improvements for learners ====
* '''Simplified access to learning reports''': The “Learning” section in a user’s profile now provides a clear, visual warning indicator for overdue Programs and Certifications. This helps learners take ownership over their own development by easily monitoring their learning progress.
* '''Session availability filter for Appointments''': Appointment activity sessions can now be filtered by “Session availability,” a feature that helps optimise scheduling for both learners and instructors.

==== Improvements for site management ====
* '''Create courses within Program content editing''': Create new courses directly while editing a Program. This allows Program creators to stay on task and map out a full sequence of courses without needing to stop and navigate elsewhere.
* '''Include date when manually certifying a user''': You can now input a certification date when manually marking a Certification as complete for a user, an improvement that helps organisations update historical completion data.
* '''New “username” placeholder for notifications with Dynamic Rules''': Enhance site communication by using the new “username” placeholder in Dynamic Rules notifications. Being able to automatically remind a user of their username helps you create more personalised, relevant messages that encourage users to continually engage with your site.
* '''Use Textarea user profile field for Dynamic Rules conditions''': You now have a new option to select Textarea user profile fields as a Dynamic Rules condition, an improvement which allows you more flexibility for creating site automations.
* '''New “Workplace” plugins filter in Plugins Overview''': Moodle Workplace plugins are now distinctly categorised as “Workplace” plugins on the plugins overview page rather than "Additional". This enhancement includes a quick filter, an improvement that helps Admins more efficiently manage their site by making it easy to view and select only Workplace plugins.

=== Fixes ===
* Fixed memory leak issue occurring during the creation of multiple certificates
* Resolved issue with inconsistent completion percentages on the program page when a course is completed
* Fixed issue where Department Leads were not shown as "reporting to" other Department Leads within the parent department

=== Upgrade to Moodle Workplace 4.5 ===

==== Multi-domain experimental feature ====
If you were using experimental multi-domain feature added in [https://tracker.moodle.org/browse/WP-3781 WP-3781] in Moodle Workplace 4.0-4.4, you need to change it to the new solution introduced in Moodle Workplace 4.5. Please check [[Migrating multi-domain configuration]] page and follow the instructions to migrate to the new feature.

==== Styling checkbox type course custom fields in the Catalogue ====
Please note that custom CSS used to style checkbox custom fields in the Catalogue may be affected by the improvements introduced in [https://tracker.moodle.org/browse/WP-4883 WP-4883], which change the display of these checkbox custom fields. We recommend reviewing your styles after the upgrade.

= 4.5.1 =
Moodle Workplace 4.5.1 is based on top of Moodle LMS 4.5.1 and has all the new features of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Resolved issue where a rule-triggered tenant move caused non-moving users to lose their tenant admin role
* Resolved issue where users from other tenants could be incorrectly displayed on the tag index page
* Fixed issue where component dynamic rules were incorrectly being applied to suspended users, causing unexpected behavior

= 4.5.2 =
Moodle Workplace 4.5.2 is based on top of Moodle LMS 4.5.2 and has all the new features of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Fixed an issue where web services returning custom pages did not indicate if the page was unlisted
* Fixed an issue where single-line comments in the custom SCSS field of tenant branding would break the theme
* Fixed an issue where program user allocation and completion source did not provide overall completion on a single line in reports
* Fixed an issue where keyboard navigation for the category selector did not work properly with screen readers
* Improved accessibility of the Catalogue pagination element
* Fixed an issue where updating the API position with the same child and parent ID number would crash the position framework
* Fixed an issue where users were required to complete multiple recertifications if they missed a recertification period

= 4.5.3 =
Moodle Workplace 4.5.3 is based on top of Moodle LMS 4.5.3 and has all the features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Fixed dynamic rules action search in the component rules
* Fix behaviour of more/less buttons in the catalogue filters during keyboard navigation (Accessibility)
* Prevent multiple modal popups from being opened when moving between dynamic tabs

= 4.5.4 =
Moodle Workplace 4.5.4 is based on top of Moodle LMS 4.5.4 and has all the new features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

There were no workplace-specific fixes in this release.

= 4.5.5 =
Moodle Workplace 4.5.5 is based on top of Moodle LMS 4.5.5 and has all the new features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Added functionality to capture and display historical data for registered and active users in the datastore.

=== Fixes ===

* Fixed multiple accessibility issues in various components to support WCAG 2.2 AA accreditation.
* Fixed an issue where switching tenants across multiple domains incorrectly redirected users to the login page.
* Resolved an issue where the course certificates page was not displayed within the course navigation layout.
* Resolved an issue that caused the page to break when an empty list of category roles was added to local custom pages.
* Fixed an issue with multilingual content in the "Feature" section of the Catalogue.

= 4.5.6 =
Moodle Workplace 4.5.6 is based on top of Moodle LMS 4.5.6 and has all the new features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Resolved potential privacy issue moving users with job assignments between tenants
* Resolved privacy issue in My teams block, ensuring managers see users within their own tenants only from shared organisation structure
* Fixed performance when adding large number of users to a program
* Better support for custom Tenant names/URLs in user confirmation emails
* Fixed issue with PDF generation using excessive local file system space
* Various accessibility fixes towards WCAG accreditation

Moodle Workplace rolling release notes

2025-08-12T14:27:57Z

Pholden: 4.5.6-rolling

<div class="navtrail">[[Main page]] ► [[Moodle Workplace]]</div>
<div class="sideblock right" style="width: 16em;">
<div class="header">[[Moodle Workplace]]</div>
<div class="content">
* [[Programs]]
* [[Certifications]]
* [[Organisation structure]]
* [[Multi-tenancy]]
* [[Dynamic rules]]
* [[Report builder]]
* [[Certificates]]
* [[Appointments]]
* [[Custom pages]]
* [[Catalogue]]
* [[Migrations]]
* [[Moodle Workplace App]]
</div>
</div>

<p class="note">[[File:workplacelogo.png|24px]] '''Moodle Workplace'''™, available through [https://moodle.com/workplace/ Moodle Certified Partners and Service Providers] only, helps you deliver effective corporate training and professional development, and share knowledge across your organisation.</p>
__NOTOC__
= 4.5 rolling =
See our [[Moodle Workplace rolling new features|Moodle Workplace 4.5 rolling new features page]] in the user documentation for an introduction to Moodle Workplace 4.5 with screenshots.

=== New features and improvements ===

==== Better course discovery with Learning Catalogue improvements ====
* '''Course highlighting''': Spotlight specific courses in the Catalogue, ensuring that those courses always appear at the top of the list on the Catalogue landing page. This allows you to better promote new, important or recommended courses, making it easy for learners to find and focus on what matters most.
* '''New Featured Courses section on the Catalogue page''': Direct learners to key courses and ensure they appear prominently in the Catalogue by using the new, customisable Featured Courses section, which appears on the Catalogue landing page. By curating the course discovery process for your learners, you can help them find high-priority courses.
* '''Automatic price synchronisation''': With automatic price synchronisation, you can effortlessly display accurate course prices in the Catalogue by linking the new “Number” custom course field to enrolment plugins. No more manual pricing updates means that admins will save time while also ensuring that users always see the correct course price in the Catalogue.
* '''New custom fields and filters''': Easily filter by fields such as price and duration for tailored course views make it easier for learners to find courses that meet their specific needs. Some of the changes you’ll see when searching in the new Catalogue include:
** '''Range filters''' - Allow learners to filter courses by price, duration, or other numerical values that draw from the new Number course custom field, providing a tailored view of courses that fit their needs. (Only have a few minutes to spare? Search for micro-learnings that take between 1-15 minutes to complete.)
** '''Checkbox filters''' - The checkbox custom course field allows you to label a course in whatever way you choose (“New,” “Fully online,” “Facilitated,” “Monthly selection” - the options are endless), and now your learners can filter by these fields in the Catalogue, making it easier for them to find the courses you most want them to see.
** '''Highlight active filters''' - Provides a helpful visual cue by showing the number of active filters, making it easy for learners to navigate the Catalogue and hone in on exactly what they’re looking for.
* '''Hide or customise labels for fields and filters''' - Improved options for hiding or customising labels for Catalogue dislplay fields and filters means the Catalogue can be more fully adapted to meet an organisation’s course discovery needs.
* '''Better image loading''' - For performance reasons, the Catalogue now serves smaller size course images, improving page load times.

==== New options for site customisation ====
* '''New Start page options''': You now have the option to choose the Learning Catalogue or Custom Pages as the default homepage for learners. First impressions matter, and this change gives you more options for creating a branded, personalised path for learners through your Moodle Workplace site.
* '''Unlisted Custom Pages''': Create specialised site pages for unique audiences without cluttering up the primary navigation bar. This allows you to build customised content pages for your users that can be linked to anywhere on the site, unlocking endless possibilities when it comes to branding, resource sharing, and designing personalised dashboards for different groups of users.
* '''Easily copy URL for Custom Pages''': We’ve added an action to the Custom Pages landing page that allows you to easily copy the URL for a specific Custom Page. This makes it easier to grab these URL’s when linking to them throughout the site, sending communications to users, or any other time you need to link directly to a Custom Page.

==== More personalised multi-tenancy ====
* '''Custom Tenant domains''': Custom tenant domains are here! No longer an experimental feature, your tenants can now each have their own, fully branded, tenant-specific URLs and no-reply email addresses. This helps Admins with site organisation and allows your tenants to create a more customised site, with personalised automated notifications, thus reinforcing brand consistency and building trust with learners. One last note - for those of you who used the experimental feature, we have created [[Migrating multi-domain configuration|detailed instructions]] on how to migrate the settings..
* '''User Tour Tenant selector''': The introduction of a tenant user tour selector means that you can customise onboarding tours by tenant. More personalised options for tenant-specific user tours mean that your tenants have more choice about how, when, and where to orient users to their site.

==== Simplified people management ====
* '''Allocate users to Programs and Certifications from the Team Overview block''': Organisation managers can now allocate their team members to Programs and Certifications directly from the Team Overview block, which is most commonly found on the My Teams page. This allows Managers and Department Leads to easily assign learning to their teams all in one place, saving time and effort.
* '''Add a new user in the “People” tab''': With the ability to create new users directly within the Organisation Structure, HR Managers no longer need to use the full Site Administration menu for user management. This saves clicks, time, and allows you to complete common user management tasks all on one page.
* '''New “User is manager” Dynamic Rules condition''': A new "User is Manager" Dynamic Rules condition allows admins to create automations specifically for managers of any type. This enables Admins to create more precise, tailored workflows that better address the unique needs of the different types of managers within their organisation.
* '''More accurate Organisation Structure Dynamic Rules conditions''': Conditions and actions for positions and departments in Dynamic Rules will only be available if there are corresponding positions or departments in your organisation.. For example, if your organisation structure does not use Departments, you will not see Department as an option when creating dynamic rules, thus simplifying and adapting the interface to your site’s unique configuration.

==== Improvements for large sites ====
* '''Better interface for moving users between Tenants''': Effortlessly bulk-transfer users with an intuitive new modal interface. This makes it much faster and easier to search for a tenant when transferring a user from one tenant to another, an improvement essential for large sites with many tenants.
* '''Improve Department and Position selectors''': By adding search functionality and displaying the hierarchical path from the Organisation Structure, you can now effortlessly navigate and identify relevant Positions and Departments anywhere in the site where you need to make selections for automations. This makes it faster and easier to assign jobs, create Reports, Dynamic Rules, Custom Pages, and any other content you want to tailor to users in specific Positions and Departments.
* '''Adding tags to Dynamic Rules''': Dynamic Rules can now be organised with tags, making it easier for Admins to manage and categorise them using terms that make sense for your organisation.

==== Improvements for learners ====
* '''Simplified access to learning reports''': The “Learning” section in a user’s profile now provides a clear, visual warning indicator for overdue Programs and Certifications. This helps learners take ownership over their own development by easily monitoring their learning progress.
* '''Session availability filter for Appointments''': Appointment activity sessions can now be filtered by “Session availability,” a feature that helps optimise scheduling for both learners and instructors.

==== Improvements for site management ====
* '''Create courses within Program content editing''': Create new courses directly while editing a Program. This allows Program creators to stay on task and map out a full sequence of courses without needing to stop and navigate elsewhere.
* '''Include date when manually certifying a user''': You can now input a certification date when manually marking a Certification as complete for a user, an improvement that helps organisations update historical completion data.
* '''New “username” placeholder for notifications with Dynamic Rules''': Enhance site communication by using the new “username” placeholder in Dynamic Rules notifications. Being able to automatically remind a user of their username helps you create more personalised, relevant messages that encourage users to continually engage with your site.
* '''Use Textarea user profile field for Dynamic Rules conditions''': You now have a new option to select Textarea user profile fields as a Dynamic Rules condition, an improvement which allows you more flexibility for creating site automations.
* '''New “Workplace” plugins filter in Plugins Overview''': Moodle Workplace plugins are now distinctly categorised as “Workplace” plugins on the plugins overview page rather than "Additional". This enhancement includes a quick filter, an improvement that helps Admins more efficiently manage their site by making it easy to view and select only Workplace plugins.

=== Fixes ===
* Fixed memory leak issue occurring during the creation of multiple certificates
* Resolved issue with inconsistent completion percentages on the program page when a course is completed
* Fixed issue where Department Leads were not shown as "reporting to" other Department Leads within the parent department

=== Upgrade to Moodle Workplace 4.5 rolling ===

==== Multi-domain experimental feature ====
If you were using experimental multi-domain feature added in [https://tracker.moodle.org/browse/WP-3781 WP-3781] in Moodle Workplace 4.0-4.4, you need to change it to the new solution introduced in Moodle Workplace 4.5. Please check [[Migrating multi-domain configuration]] page and follow the instructions to migrate to the new feature.

==== Styling checkbox type course custom fields in the Catalogue ====
Please note that custom CSS used to style checkbox custom fields in the Catalogue may be affected by the improvements introduced in [https://tracker.moodle.org/browse/WP-4883 WP-4883], which change the display of these checkbox custom fields. We recommend reviewing your styles after the upgrade.

= 4.5.1 rolling =
Moodle Workplace 4.5.1 is based on top of Moodle LMS 4.5.1 and has all the new features of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Dynamic Rules now exclude suspended users by default
* Allow expanding more than one framework at a time in Positions and Departments
* Added a close icon to the Catalogue's search bar to reset search quickly
* Added in-place descriptions to options for creating new custom pages
* Optimised the retrieval process for tenant groups to enhance system performance
* Added dynamic rule actions to suspend, unsuspend, and delete users
* Added course-related placeholders to Dynamic Rule notifications for the "User enrolled" condition
* Added a new capability to view all pages in Custom Page listings
* Upgraded tenant selectors across the platform with autocomplete functionality
* Added a new report data source for tracking historical certification completion data

=== Fixes ===

* Resolved issue where a rule-triggered tenant move caused non-moving users to lose their tenant admin role
* Resolved issue where users from other tenants could be incorrectly displayed on the tag index page
* Fixed issue where component dynamic rules were incorrectly being applied to suspended users, causing unexpected behavior

= 4.5.2 rolling =
Moodle Workplace 4.5.2 is based on top of Moodle LMS 4.5.2 and has all the new features of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Included settings for course and program cover display in tool_mobile_get_config web service used in Mobile App
* Added support to Dynamic Rules for user-defined time frames. This allows to schedule dynamic rules to run in the future

=== Fixes ===

* Fixed an issue where web services returning custom pages did not indicate if the page was unlisted
* Fixed an issue where single-line comments in the custom SCSS field of tenant branding would break the theme
* Fixed an issue where program user allocation and completion source did not provide overall completion on a single line in reports
* Fixed an issue where keyboard navigation for the category selector did not work properly with screen readers
* Improved accessibility of the Catalogue pagination element
* Fixed an issue where updating the API position with the same child and parent ID number would crash the position framework
* Fixed an issue where users were required to complete multiple recertifications if they missed a recertification period

= 4.5.3 rolling =
Moodle Workplace 4.5.3 is based on top of Moodle LMS 4.5.3 and has all the features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Ongoing work on allowing to self-enrol in programs and displaying programs in the Learning catalogue. This functionality is not yet enabled in the production release.
* Multiple improvements and fixes have been contributed to core LMS product by the Workplace team that are required for the "Programs in catalogue" and "Charts in Report builder" projects

=== Fixes ===

* Fixed dynamic rules action search in the component rules
* Fix behaviour of more/less buttons in the catalogue filters during keyboard navigation (Accessibility)
* Prevent multiple modal popups from being opened when moving between dynamic tabs

= 4.5.4 rolling =
Moodle Workplace 4.5.4 is based on top of Moodle LMS 4.5.4 and has all the features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Added support for tenant domains to login selector web service used in the mobile app
* Allow to process big number of dynamic rules matches in parallel
* Users are now automatically suspended during tenant archiving and deleted when the tenant is removed

= 4.5.5 rolling =
Moodle Workplace 4.5.5 is based on top of Moodle LMS 4.5.5 and has all the features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Added functionality to capture and display historical data for registered and active users in the datastore.

=== Fixes ===

* Fixed multiple accessibility issues in various components to support WCAG 2.2 AA accreditation.
* Fixed an issue where switching tenants across multiple domains incorrectly redirected users to the login page.
* Fixed the program self-allocation flow to correctly handle cases where the program start date is in the future or the end date is in the past.
* Resolved an issue that caused the page to break when an empty list of category roles was added to local custom pages.
* Fixed an issue with multilingual content in the "Feature" section of the Catalogue.

= 4.5.6 rolling =
Moodle Workplace 4.5.6 is based on top of Moodle LMS 4.5.6 and has all the new features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Resolved potential privacy issue moving users with job assignments between tenants
* Resolved privacy issue in My teams block, ensuring managers see users within their own tenants only from shared organisation structure
* Better support for custom Tenant names/URLs in user confirmation emails
* Fixed issue with PDF generation using excessive local file system space
* Various accessibility fixes towards WCAG accreditation

Moodle Workplace release notes

2025-08-12T14:26:03Z

Pholden: 4.5.6

<div class="navtrail">[[Main page]] ► [[Moodle Workplace]]</div>
<div class="sideblock right" style="width: 16em;">
<div class="header">[[Moodle Workplace]]</div>
<div class="content">
* [[Programs]]
* [[Certifications]]
* [[Organisation structure]]
* [[Multi-tenancy]]
* [[Dynamic rules]]
* [[Report builder]]
* [[Certificates]]
* [[Appointments]]
* [[Custom pages]]
* [[Catalogue]]
* [[Migrations]]
* [[Moodle Workplace App]]
</div>
</div>

<p class="note">[[File:workplacelogo.png|24px]] '''Moodle Workplace'''™, available through [https://moodle.com/workplace/ Moodle Certified Partners and Service Providers] only, helps you deliver effective corporate training and professional development, and share knowledge across your organisation.</p>
__NOTOC__
= 4.5 =
See our [[Moodle Workplace new features|Moodle Workplace 4.5 new features]] page in the user documentation for an introduction to Moodle Workplace 4.5 with screenshots.

=== New features and improvements ===

==== Better course discovery with Learning Catalogue improvements ====
* '''Course highlighting''': Spotlight specific courses in the Catalogue, ensuring that those courses always appear at the top of the list on the Catalogue landing page. This allows you to better promote new, important or recommended courses, making it easy for learners to find and focus on what matters most.
* '''New Featured Courses section on the Catalogue page''': Direct learners to key courses and ensure they appear prominently in the Catalogue by using the new, customisable Featured Courses section, which appears on the Catalogue landing page. By curating the course discovery process for your learners, you can help them find high-priority courses.
* '''Automatic price synchronisation''': With automatic price synchronisation, you can effortlessly display accurate course prices in the Catalogue by linking the new “Number” custom course field to enrolment plugins. No more manual pricing updates means that admins will save time while also ensuring that users always see the correct course price in the Catalogue.
* '''New custom fields and filters''': Easily filter by fields such as price and duration for tailored course views make it easier for learners to find courses that meet their specific needs. Some of the changes you’ll see when searching in the new Catalogue include:
** '''Range filters''' - Allow learners to filter courses by price, duration, or other numerical values that draw from the new Number course custom field, providing a tailored view of courses that fit their needs. (Only have a few minutes to spare? Search for micro-learnings that take between 1-15 minutes to complete.)
** '''Checkbox filters''' - The checkbox custom course field allows you to label a course in whatever way you choose (“New,” “Fully online,” “Facilitated,” “Monthly selection” - the options are endless), and now your learners can filter by these fields in the Catalogue, making it easier for them to find the courses you most want them to see.
** '''Highlight active filters''' - Provides a helpful visual cue by showing the number of active filters, making it easy for learners to navigate the Catalogue and hone in on exactly what they’re looking for.
* '''Hide or customise labels for fields and filters''' - Improved options for hiding or customising labels for Catalogue dislplay fields and filters means the Catalogue can be more fully adapted to meet an organisation’s course discovery needs.
* '''Better image loading''' - For performance reasons, the Catalogue now serves smaller size course images, improving page load times.

==== New options for site customisation ====
* '''New Start page options''': You now have the option to choose the Learning Catalogue or Custom Pages as the default homepage for learners. First impressions matter, and this change gives you more options for creating a branded, personalised path for learners through your Moodle Workplace site.
* '''Unlisted Custom Pages''': Create specialised site pages for unique audiences without cluttering up the primary navigation bar. This allows you to build customised content pages for your users that can be linked to anywhere on the site, unlocking endless possibilities when it comes to branding, resource sharing, and designing personalised dashboards for different groups of users.
* '''Easily copy URL for Custom Pages''': We’ve added an action to the Custom Pages landing page that allows you to easily copy the URL for a specific Custom Page. This makes it easier to grab these URL’s when linking to them throughout the site, sending communications to users, or any other time you need to link directly to a Custom Page.

==== More personalised multi-tenancy ====
* '''Custom Tenant domains''': Custom tenant domains are here! No longer an experimental feature, your tenants can now each have their own, fully branded, tenant-specific URLs and no-reply email addresses. This helps Admins with site organisation and allows your tenants to create a more customised site, with personalised automated notifications, thus reinforcing brand consistency and building trust with learners. One last note - for those of you who used the experimental feature, we have created [[Migrating multi-domain configuration|detailed instructions]] on how to migrate the settings..
* '''User Tour Tenant selector''': The introduction of a tenant user tour selector means that you can customise onboarding tours by tenant. More personalised options for tenant-specific user tours mean that your tenants have more choice about how, when, and where to orient users to their site.

==== Simplified people management ====
* '''Allocate users to Programs and Certifications from the Team Overview block''': Organisation managers can now allocate their team members to Programs and Certifications directly from the Team Overview block, which is most commonly found on the My Teams page. This allows Managers and Department Leads to easily assign learning to their teams all in one place, saving time and effort.
* '''Add a new user in the “People” tab''': With the ability to create new users directly within the Organisation Structure, HR Managers no longer need to use the full Site Administration menu for user management. This saves clicks, time, and allows you to complete common user management tasks all on one page.
* '''New “User is manager” Dynamic Rules condition''': A new "User is Manager" Dynamic Rules condition allows admins to create automations specifically for managers of any type. This enables Admins to create more precise, tailored workflows that better address the unique needs of the different types of managers within their organisation.
* '''More accurate Organisation Structure Dynamic Rules conditions''': Conditions and actions for positions and departments in Dynamic Rules will only be available if there are corresponding positions or departments in your organisation.. For example, if your organisation structure does not use Departments, you will not see Department as an option when creating dynamic rules, thus simplifying and adapting the interface to your site’s unique configuration.

==== Improvements for large sites ====
* '''Better interface for moving users between Tenants''': Effortlessly bulk-transfer users with an intuitive new modal interface. This makes it much faster and easier to search for a tenant when transferring a user from one tenant to another, an improvement essential for large sites with many tenants.
* '''Improve Department and Position selectors''': By adding search functionality and displaying the hierarchical path from the Organisation Structure, you can now effortlessly navigate and identify relevant Positions and Departments anywhere in the site where you need to make selections for automations. This makes it faster and easier to assign jobs, create Reports, Dynamic Rules, Custom Pages, and any other content you want to tailor to users in specific Positions and Departments.
* '''Adding tags to Dynamic Rules''': Dynamic Rules can now be organised with tags, making it easier for Admins to manage and categorise them using terms that make sense for your organisation.

==== Improvements for learners ====
* '''Simplified access to learning reports''': The “Learning” section in a user’s profile now provides a clear, visual warning indicator for overdue Programs and Certifications. This helps learners take ownership over their own development by easily monitoring their learning progress.
* '''Session availability filter for Appointments''': Appointment activity sessions can now be filtered by “Session availability,” a feature that helps optimise scheduling for both learners and instructors.

==== Improvements for site management ====
* '''Create courses within Program content editing''': Create new courses directly while editing a Program. This allows Program creators to stay on task and map out a full sequence of courses without needing to stop and navigate elsewhere.
* '''Include date when manually certifying a user''': You can now input a certification date when manually marking a Certification as complete for a user, an improvement that helps organisations update historical completion data.
* '''New “username” placeholder for notifications with Dynamic Rules''': Enhance site communication by using the new “username” placeholder in Dynamic Rules notifications. Being able to automatically remind a user of their username helps you create more personalised, relevant messages that encourage users to continually engage with your site.
* '''Use Textarea user profile field for Dynamic Rules conditions''': You now have a new option to select Textarea user profile fields as a Dynamic Rules condition, an improvement which allows you more flexibility for creating site automations.
* '''New “Workplace” plugins filter in Plugins Overview''': Moodle Workplace plugins are now distinctly categorised as “Workplace” plugins on the plugins overview page rather than "Additional". This enhancement includes a quick filter, an improvement that helps Admins more efficiently manage their site by making it easy to view and select only Workplace plugins.

=== Fixes ===
* Fixed memory leak issue occurring during the creation of multiple certificates
* Resolved issue with inconsistent completion percentages on the program page when a course is completed
* Fixed issue where Department Leads were not shown as "reporting to" other Department Leads within the parent department

=== Upgrade to Moodle Workplace 4.5 ===

==== Multi-domain experimental feature ====
If you were using experimental multi-domain feature added in [https://tracker.moodle.org/browse/WP-3781 WP-3781] in Moodle Workplace 4.0-4.4, you need to change it to the new solution introduced in Moodle Workplace 4.5. Please check [[Migrating multi-domain configuration]] page and follow the instructions to migrate to the new feature.

==== Styling checkbox type course custom fields in the Catalogue ====
Please note that custom CSS used to style checkbox custom fields in the Catalogue may be affected by the improvements introduced in [https://tracker.moodle.org/browse/WP-4883 WP-4883], which change the display of these checkbox custom fields. We recommend reviewing your styles after the upgrade.

= 4.5.1 =
Moodle Workplace 4.5.1 is based on top of Moodle LMS 4.5.1 and has all the new features of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Resolved issue where a rule-triggered tenant move caused non-moving users to lose their tenant admin role
* Resolved issue where users from other tenants could be incorrectly displayed on the tag index page
* Fixed issue where component dynamic rules were incorrectly being applied to suspended users, causing unexpected behavior

= 4.5.2 =
Moodle Workplace 4.5.2 is based on top of Moodle LMS 4.5.2 and has all the new features of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Fixed an issue where web services returning custom pages did not indicate if the page was unlisted
* Fixed an issue where single-line comments in the custom SCSS field of tenant branding would break the theme
* Fixed an issue where program user allocation and completion source did not provide overall completion on a single line in reports
* Fixed an issue where keyboard navigation for the category selector did not work properly with screen readers
* Improved accessibility of the Catalogue pagination element
* Fixed an issue where updating the API position with the same child and parent ID number would crash the position framework
* Fixed an issue where users were required to complete multiple recertifications if they missed a recertification period

= 4.5.3 =
Moodle Workplace 4.5.3 is based on top of Moodle LMS 4.5.3 and has all the features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Fixed dynamic rules action search in the component rules
* Fix behaviour of more/less buttons in the catalogue filters during keyboard navigation (Accessibility)
* Prevent multiple modal popups from being opened when moving between dynamic tabs

= 4.5.4 =
Moodle Workplace 4.5.4 is based on top of Moodle LMS 4.5.4 and has all the new features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

There were no workplace-specific fixes in this release.

= 4.5.5 =
Moodle Workplace 4.5.5 is based on top of Moodle LMS 4.5.5 and has all the new features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Improvements ===

* Added functionality to capture and display historical data for registered and active users in the datastore.

=== Fixes ===

* Fixed multiple accessibility issues in various components to support WCAG 2.2 AA accreditation.
* Fixed an issue where switching tenants across multiple domains incorrectly redirected users to the login page.
* Resolved an issue where the course certificates page was not displayed within the course navigation layout.
* Resolved an issue that caused the page to break when an empty list of category roles was added to local custom pages.
* Fixed an issue with multilingual content in the "Feature" section of the Catalogue.

= 4.5.6 =
Moodle Workplace 4.5.6 is based on top of Moodle LMS 4.5.6 and has all the new features and security fixes of the core version. In addition, it contains all exclusive features from Moodle Workplace.

=== Fixes ===

* Resolved potential privacy issue moving users with job assignments between tenants
* Resolved privacy issue in My teams block, ensuring managers see users within their own tenants only from shared organisation structure
* Better support for custom Tenant names/URLs in user confirmation emails
* Fixed issue with PDF generation using excessive local file system space
* Various accessibility fixes towards WCAG accreditation

Custom pages

2024-11-20T10:53:01Z

Pholden: Some small grammar changes.

{{Workplace}}
== Overview ==
Custom pages enable site and tenant administrators to create personalised experiences for different audiences by easily adding new pages to the navigation. The content on these pages can be customised using standard Moodle Workplace blocks.

There are three types of custom pages:
* '''Global custom pages''' are shared across all tenants, but they don't require the Shared Space to be enabled.
* '''Local custom pages''' are specific to a single tenant, which is selected on creation and cannot be changed later.
* '''Start custom pages''' are intended to be used as a site wide start pages.

The following diagram demonstrates the key differences between the different custom page types:
[[File:Custom pages.png|border|center|frameless|900x900px]]

While the structure of each custom page type is identical, the reach and its audiences are different:
* Global pages and start pages are available across all tenants; a local page is restricted to the tenant it has been created in.
* Who can see a page is determined by the page audience. In global pages, the audience is a subset of all site users; in local pages, it is a subset of all tenant users. The start page has no audience since it is visible to every site user.

'''Note''': The '''My teams''' page is created by default on site installation or on upgrade to Workplace 4.x- This page is created as a global page with the audience "Managers" (available to both Managers and Department Leads) and contains one My Teams block.
==Dashboards vs Custom Pages==
Dashboards and custom pages let you add and arrange standard Moodle Workplace blocks. So, what are the differences between custom pages and dashboards?

'''Dashboards''':
*Dashboards are copied for each user when they log in for the first time.
*When a change is made in the site or tenant's default dashboard page, it needs to be manually propagated to all users by resetting their dashboard configuration to the default.
*By default, users can edit their own dashboard (capability-based).

'''Custom Pages:'''
*Custom pages are not copied for each user; they work as templates instead.
*Only site and tenant Administrators can create custom pages.
*Users can't edit their own version of the custom pages.
*Changes are immediately applied to the custom pages for all users in the audiences.
*Custom pages can be used as site wide/user start page.
Custom pages are read-only dashboards for different audiences. Thanks to custom pages, administrators can protect the dashboard by adding only essential blocks and organising everything else into custom pages, improving the experience for learners and managers.
==Managing custom pages==
You can access the management of programs via '''Site administration > Appearance > Custom pages''' or directly via the '''Custom pages''' icon in the Workplace launcher.
[[File:Managing custom pages II.png|border|center|frameless|900x900px]]

The following columns and actions are available for custom pages:
*'''Name''': The name of custom page
*'''Type indicator''': The options are '''Global page''' or empty (local page)
*'''Title in navigation''': The text in the primary navigation menu or '''Unlisted''' (only accessible via URL)
*'''Audience''': Displays all selected audiences. If empty, no user can view this page.
*'''Weight''': Indicates the order in which the page titles are shown in the user's navigation - the page with the lowest number is shown first, the one with the highest number last.
*'''Actions'''
**'''Edit''': Change custom page content, details, and audience
**'''Duplicate''': Create a copy of the custom page of the same type
**'''Duplicate to local page''': Create a copy of a global page in a tenant (global pages only)
**'''Duplicate to global page''': Create a copy of a local page as a global page (local pages only)
**'''Duplicate to start page''': Create a copy of a start page
**'''Copy URL''': Lets the user copy the page url to the clipboard. This is mainly relevant for sharing non-published custom pages.
**'''Show / Hide from navigation''': Toggle whether custom page is shown / hidden in primary navigation
**'''Delete''': Remove page

You can filter the custom page table by the following fields:
* '''Page type''': '''Global page''', '''Local page''' or '''Start page'''
* '''Name''': Text filters
* '''Time created''': Date filters
=== Creating new custom pages ===
To create a new custom page, press the '''New page''' button and select one of the three options:
* '''New global page''': create a custom page that is available across tenants
* '''New start page''': create a custom page that can only be used as a start page for users
* '''New local page''': create a custom page that is only available in the current tenant
[[File:Custom pages - New page.png|alt=|border|center|frameless|900x900px]]

The fields to be provided are identical for all page types:
* '''Name''': The name will be used as page heading and as the text in the primary navigation.
* '''Show in primary navigation''': When selected, the page will be shown in the primary navigation menu. When disabled, only users with access to the page, must do so via its URL. This allows administrators to create pages that are not shown in the primary navigation, but can be referenced from other locations via their URL.
* '''Title in navigation''': The text in the primary navigation can be overridden here.
* '''Weight''': Specify the order this page will have in the primary navigation. Lower numbers will be displayed first.

As soon as you '''Save''' the settings, a new custom page will be created, and you will be directed to the '''Content''' tab.
===Custom page content===
To add or edit the content of a custom page, select the '''Content''' tab and '''Edit page'''. Ensure that editing mode is also turned on!

You can add custom blocks in any block region defined in your theme. By default, these are the center of the page ('''content''') and the block drawer ('''side-pre'''). Once you have completed the page editing, its structure is shown in the content tab.
[[File:Custom pages - Content.png|alt=|border|center|frameless|900x900px]]
===Custom page audience===
Custom page audiences indicate which users have access to the page. This tab is only shown for global and local pages, since start pages are always available to all users.

To access audiences, select the '''Audience''' tab of a custom page.
[[File:Custom pages - Audience.png|alt=|border|center|frameless|900x900px]]
You can add the following criteria to a custom page audience (multiple audiences are OR connected.):
*'''Custom pages'''
**'''Administrators''': Select at least one administrator who will be given access to the page ''(only available on Global pages)''
**'''All authenticated users''': Use this audience to give access to all logged in users in the tenant to any report
**'''Assigned category role''': Select at least one category role; all users who have been assigned this role are given access to the page ''(only available on Local pages)''
**'''Assigned system role''': Select at least one system role; all users who have been assigned this role are given access to the page
**'''Manually added users''': Select at least one user (via name or email address). Only email addresses of registered users are supported as schedule recipients.
**'''Member of cohort''': Select at least one cohort; all users who are members of this cohort are given access to the page ''(only active if cohorts exist)''
**'''Non-authenticated users''': Give access to guest users and other non-authenticated users. See Public guest pages.
*'''Organisation structure'''
**'''Job assignments''': Select a '''Department''' and a '''Position''', and optionally include subdepartments and subpositions, respectively
**'''Managers''': Make pages available to managers. The Manager type options available are '''Manager''', '''Manager (assigned manually)''', and '''Department Lead'''.
*'''Multi-tenancy''' ''(only available on Global pages)''
**'''Tenant users''': Choose one of the following three options:
***'''Users in all tenants (including future ones)''': effectively the same as the 'All users' setting in the 'Custom pages' section
***'''Users in the following tenants...''': select one or multiple tenants; all their users will be included
***'''Users in all tenants except the following...''': select one or multiple tenants; all their users will be excluded
=== Custom page details ===
This tab displays the same information when creating a new custom page. All values can be edited.
[[File:Custom pages - Details.png|border|center|frameless|600x600px]]
=== Custom page access ===
To see who can view the custom page, select the '''Access''' tab of a page where you'll see a report that can be filtered by '''Full name'''.

This tab is only shown for global and local pages, since start pages are always available to all users.
[[File:Custom pages - Access.png|alt=|border|center|frameless|600x600px]]
==Accessing custom pages==
The custom page name or, if provided, the navigation title is shown in the primary navigation. If multiple custom pages are available, the order is determined by the specified weights of the pages.
[[File:Custom pages - Navigation.png|alt=|border|center|frameless|900x900px]]

=== Accessing custom pages by its URL ===
Alternatively, any custom page can be accessed by its '''URL''', that is, they can be referenced from other locations via their URL.

When selecting '''Copy URL''' from the dropdown on the custom pages main page or when editing the page, a modal window will open up which lets you copy the URL to your clipboard.
[[File:Custom pages - Copy URL.png|border|center|frameless|600x600px]]

=== Accessing start pages ===
Start pages are special custom pages that are intended to be unlisted and used as a site start page. To select a custom page as start page, go to '''Appearance > Navigation''' and choose the custom page from the dropdown in the '''Start page for users''' option. Alternatively, search for '''defaulthomepage'''.
[[File:Custom pages - Start page selection.png|border|center|frameless|600x600px]]
In our example, there are two custom pages to choose from which can be used as start page (''Start page'' and ''Start page New'').

== Public custom pages ==
Moodle Workplace supports the creation of custom pages that can be viewed by guest or other non-authenticated users. Public pages are useful on sites where you want to display information to users who are not registered with your site. To create a public custom page, follow the following steps:
# Ensure that ''forceloginforprofiles'' ('''General > Security > Site security settings > Force users to login for profiles''') is enabled.
# Go to '''Plugins > Authentication > Manage authentication > Guest login button''' and change its value to '''Show'''.
# Create a new global custom page
# Add the "Non-authenticated users" audience
The new item will appear in the navbar for non logged-in users, e.g. guests.
==Capabilities==
The following custom pages capabilities are available:
* '''Edit custom page''': tool/custompage:edit
* '''Edit all custom page''': tool/custompage:editall
* '''Duplicate custom page blocks without validation''': tool/custompage:skipblockvalidation

error/debug/codingerror

2022-01-19T21:38:48Z

Pholden: Link to debugging section of docs.

Coding errors (or coding_exceptions) are problems that are probably caused by incorrect code. For example a plugin that does not communicate correctly with Moodle core.

These errors are normally not caused by incorrect user input or temporary problems like the connection to the database server being down.

As with all error messages, it's a good idea to search moodle.org and the tracker to see if anyone else has reported the problem.

It's often helpful, particularly if reporting these errors, to temporarily [[Debugging#Enabling_debugging|enable debugging]] for your site. Doing so can help diagnose the source of the error, and aid in any potential resolution.

One user [https://moodle.org/mod/forum/discuss.php?d=305957 posted ] that sometimes, if you [[Developer_tools#Purge_all_caches|purge all caches]] the error message might disappear!

==Block type ... has been disabled by the administrator==

See the discussion [https://moodle.org/mod/forum/discuss.php?d=155652 Coding error detected, it must be fixed by a programmer: Block type admin has been disabled by the administrator.] for a possible cause of the error plus solution.

[[Category:Error|Debug]]

[[es:error/debug/codingerror]]
[[fr:error/debug/codingerror]]

Multi-tenancy

2021-09-01T12:08:40Z

Pholden: Use <syntaxhighlight> tags for code.

{{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:

<syntaxhighlight lang="php">
$CFG->tool_tenant_tenantlimitenabled = true;
$CFG->tool_tenant_tenantlimit = <VALUE>;
</syntaxhighlight>

== Limiting number of users ==

A site administrator can restrict the number of users per tenant and/or site-wide:

* Site-wide: the maximum number of users that can exist on the site
* Per-tenant: the maximum number of users that can exist in any tenant

These settings are available from "Site administration > Advanced features". Suspended users count towards the limit (this can be improved later). When the site limit is lower than the number of current users in the site, no new users can be created. For tenants, when the number of users reaches the tenant limit, no new users can be created in or moved to the tenant. It's also possible to add the following lines to your site configuration to hardcode this configuration:

<syntaxhighlight lang="php">
// Site limit.
$CFG->userlimitenabled = true;
$CFG->userlimit = <VALUE>;

// Tenant limit.
$CFG->tool_tenant_userlimitenabled = true;
$CFG->tool_tenant_userlimit = <VALUE>;
</syntaxhighlight>

= 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]]

= Authentication =

The [[Tenant administrator role]] by default has the capability '[[Capabilities/tool/tenant:authconfig|tool/tenant:authconfig]]'. Unless this capability is removed from the role by the main administrator, the tenant administrator can manage authentication settings in their tenant. (See also [[Moodle_Workplace_Release_notes#Upgrade_notes_for_3.10|Upgrade notes for 3.10]])

Now it’s possible to set different authentication configurations for each tenant in a Workplace site, including the availability of plugins or changing the settings for the same plugin in different tenants.

<ul class="thumbnails">
<li class="span6">
<div class="thumbnail">
[[File:Per-tenant authentication plugins - 01.png|600px]]
<div class="caption">
<h4>Per-tenant authentication plugins</h4>
<p>Selected authentication settings such as authentication instructions and allowed domains can be overridden for individual tenants. Site administrators are also able to force some settings for all tenants. Tenant admin can override common settings or settings for multi-tenant auth plugins in their tenant using the new Authentication tab in the Users page.</p>
</div>
</div>
</li>
<li class="span6">
<div class="thumbnail">
[[File:Per-tenant authentication plugins - 03.png|600px]]
<div class="caption">
<h4>Multi-tenant auth plugins</h4>
<p>Email-based self-registration and OAuth2 are now multi-tenant. Global administrator or tenant administrator can enable/disable these plugins on a tenant level and override their settings. When a new user signs up from a tenant-specific login page their account is automatically registered inside this tenant.</p>
</div>
</div>
</li>
</ul>

= Login and sign-up pages =
== Tenant selector ==
The site selector on the login and signup pages will help the user to select the correct tenant on the authentication page. If enabled, the site selector on the login and signup pages.

<p>The selector can be enabled at a site level, and each tenant’s visibility in the selector can be configured in tenant settings.</p>
[[File:tenant-selector-setting.png|700px]]

<p>When enabled, it's shown in the bottom-right corner of the login and signup pages some seconds after the page loads.</p>
[[File:tenant-selector-login.png|700px]]

<p>When clicking in "Change site", this modal will appear.</p>
[[File:tenant-selector.png|700px]]

= 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. However, by default, no personal data is shared from one tenant to the other and they can remain unaware of any other tenants. This is to comply with Moodle’s commitment to the [[GDPR|GDPR requirement]] to implement data protection by default and by design. It is still open to the administrator to enable sharing between, for eg learner or trainers from different tenants, so that they can see users from other tenancies (including forum posts, list of course participants, gradebook, reports or any other module that displays course participants.)

There are certain professional or institutional bodies which may require that data is not stored together with other entities (for e.g. some legal professions, medical or individual government bodies). If you are required by your particular tenants to separate them, unfortunately you may not benefit from multi-tenancy and may need to set up separate sites.

= See also =

* [[Multi-tenancy capabilities]]
* [[Capabilities/tool/tenant:manage]]

Report builder

2021-07-13T10:18:49Z

Pholden: Live report editing (false to disable)

{{Workplace}}
= Overview =
Moodle Workplace provides a graphical custom reporting tool. Moodle Workplace custom reports are built using the report builder interface, which provides advanced customization options to administrators. System reports are used in every listing in Workplace: Dashboard, [[Programs]], [[Certifications]], [[Dynamic rules]], and even in the Report builder itself.

{{MediaPlayer | url = https://youtu.be/gvQ6WqFYGns | desc = Moodle Workplace | Training | Report Builder}}

= Accessing the report builder =
The report builder can be made available to all users, and is accessed from the Workplace launcher. For instructions on granting access to a report, see the [[#Configuring_audience|configuring audience]] section below.

= Creating a custom report =
To create a new custom report, the administrator clicks the plus icon on the reports tab. Reports can use any data from their data sources, including data from the Workplace Datastore that contains historical information and snapshots of past events.

[[File:wp-rb-new-report.png]]

After selecting a data source for the new report, we can click on a column or drag it into the table to add it to the report. To use aggregation on any column, we just need to click on the "Select an aggregation for the column" icon and then we can select the kind of aggregation depending on the column data type.

== Limiting number of custom reports ==
A site administrator can restrict the number of custom reports that can be created per site/tenant by adding the following line(s) to the [[Configuration_file|site configuration]]:

<code php>
$CFG->tool_reportbuilder_limitsenabled = true;
$CFG->tool_reportbuilder_sitelimit = <VALUE>;
$CFG->tool_reportbuilder_tenantlimit = <VALUE>;
</code>

Omitting this configuration, or setting <tt>$CFG->tool_reportbuilder_limitsenabled = false;</tt> indicates that no limit should be applied to the number of custom reports that can be created. Enabling limits and setting the values to 0 will disable the creation of custom reports. Note that a tenant limit cannot exceed a site limit.

== Disabling live editing in reports ==
For performance reasons a site administrator may consider disabling live editing of reports, that being the constant updating of report data while editing report content (columns, filters, conditions) by adding the following to the [[Configuration_file|site configuration]]:

<code php>
$CFG->tool_reportbuilder_liveediting = false;
</code>

Omitting this configuration, or setting <tt>$CFG->tool_reportbuilder_liveediting = true;</tt> indicates that live editing is enabled.

= Conditions and Filters =
Clicking in the "Show/hide filters sidebar" icon on the right will expand the right panel that we can use to define conditions and filters and set the default sorting order. Using conditions, we can pre-filter the report for the users. Conditions cannot be changed in the viewing mode. In the filters tab, we can define filters and we can define the default sorting order using the last tab just by selecting and rearranging the available options.

[[File:wp-rb-conditions.png]]

= Preview report =
Finally the report can be previewed by clicking the "Switch to preview view" icon, and it displays as it would for the person viewing the report, including any conditions defined. Filters can be reset using the icon on each filter or all at once.

[[File:wp-rb-preview.png]]

= Configuring audience =
Any person with the capability to manage or view reports can view all custom reports defined in their tenant. It is possible to specify additional audiences of the report that will grant access to the reports to users within them. To specify which user audiences should be able to access a given report, navigate to the "Audience" tab when editing it. You can add as many audiences to the report as necessary. Currently supported types are as follows:

* [[Organisation_structure#Assigning_jobs|Organisation job assignments]]
* Users [[Assign_roles#System_context|assigned system roles]]
* [[Cohorts|Cohort]] members
* Manually selected users

To confirm which users now have access to the report, switch to the "Access" tab.

In addition to granting user access to reports, it is also possible to specify which users should be listed in any given report. To achieve this the "[[Report_builder_(Audience)|Relation to the report viewer]]" condition should be added to the report.

[[File:Report Builder Audiences.png]]

= Sending report results =
Custom reports can be created and scheduled to be sent out to specific audiences. From the manage custom reports page, navigate to the schedules tab of a report. Here, the administrator clicks the "New schedule" button and selects which report they would like to be sent. Various report formats are available to use for attached report data (CSV, Excel Spreadsheet, HTML, JSON, ODS, PDF), as well as recurrence options (send every weekday, month, etc). The administrator can also select which user should be used when sending the scheduled report. This allows the report to be sent to the audience as if it were being viewed by that user.

The recipients options allow the administrator to select which users should receive the report. All defined audiences for the current report are listed here for selection.

Finally, the message subject and content can be configured.

[[File:Report Builder Schedules.png]]

= Upgrading audience and schedules prior to 3.11 =
<p>[https://docs.moodle.org/dev/Moodle_Workplace_3.11_release_notes#3.11 Moodle Workplace 3.11] introduced some changes in the audience and schedules for Report Builder to support more types of audiences and link schedules to existing audiences.</p>

<p>Due to these improvements, audiences and schedules from versions prior to 3.11 need to be upgraded following this process:</p>
<ul>
<li><strong>Audiences</strong>: report audiences based on job department/position will be converted to the new "job" audience type.</li>
<li><strong>Schedules</strong>: New audiences will be automatically created for previously defined report schedule recipients for job department, position and manually added users. Each of these audiences will automatically be added to the new schedule as recipients.</li>
</ul>
<p>Note <strong>recipient emails are no longer supported in schedules</strong>. Where previous schedules used these, the person who created the schedule will receive an email notifying them of any changes made. The email will include a list of previous email recipients, with a link to this page. As an alternative to external email addresses, consider creating users with the [[No_login|No login]] authentication method.</p>

<p>The same process will be followed when [[Migrations#Report_Builder_audience_and_schedules_prior_to_3.11|importing Report Builder audience and schedules prior to 3.11 using the Migration tool]].</p>

= Shared reports =
After enabling [[Multi-tenancy#Shared_Space|Shared space]], users can create shared reports inside of it. These shared reports will be listed in the custom reports page in all tenants and will be marked with a "Shared space" label next to it.

This feature enables users to use the same report definition site-wide without duplicating the same reports in all tenants. It also allows to create cross-tenant reports. When a shared report is viewed from inside the tenant it only displays the users and entities from this tenant. When a shared report is viewed from Shared space it shows information from all tenants.

[[File:Shared reports - 02.png]]

Reports in the shared space can be shared with all tenants or be only accessible to users with access to the shared space.

== Creating a new shared report ==
Access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared space go to Report Builder in the Workplace launcher and create a new report as usual.

There's a setting to effectively share the report to make it available in other tenants. If this is not set, the report will be available only in the shared space (see the screenshot below).

[[File:Shared reports - 01.png]]

Report builder

2021-07-13T10:17:57Z

Pholden: Live editing configuration.

{{Workplace}}
= Overview =
Moodle Workplace provides a graphical custom reporting tool. Moodle Workplace custom reports are built using the report builder interface, which provides advanced customization options to administrators. System reports are used in every listing in Workplace: Dashboard, [[Programs]], [[Certifications]], [[Dynamic rules]], and even in the Report builder itself.

{{MediaPlayer | url = https://youtu.be/gvQ6WqFYGns | desc = Moodle Workplace | Training | Report Builder}}

= Accessing the report builder =
The report builder can be made available to all users, and is accessed from the Workplace launcher. For instructions on granting access to a report, see the [[#Configuring_audience|configuring audience]] section below.

= Creating a custom report =
To create a new custom report, the administrator clicks the plus icon on the reports tab. Reports can use any data from their data sources, including data from the Workplace Datastore that contains historical information and snapshots of past events.

[[File:wp-rb-new-report.png]]

After selecting a data source for the new report, we can click on a column or drag it into the table to add it to the report. To use aggregation on any column, we just need to click on the "Select an aggregation for the column" icon and then we can select the kind of aggregation depending on the column data type.

== Limiting number of custom reports ==
A site administrator can restrict the number of custom reports that can be created per site/tenant by adding the following line(s) to the [[Configuration_file|site configuration]]:

<code php>
$CFG->tool_reportbuilder_limitsenabled = true;
$CFG->tool_reportbuilder_sitelimit = <VALUE>;
$CFG->tool_reportbuilder_tenantlimit = <VALUE>;
</code>

Omitting this configuration, or setting <tt>$CFG->tool_reportbuilder_limitsenabled = false;</tt> indicates that no limit should be applied to the number of custom reports that can be created. Enabling limits and setting the values to 0 will disable the creation of custom reports. Note that a tenant limit cannot exceed a site limit.

== Disabling live editing in reports ==
For performance reasons a site administrator may consider disabling live editing of reports, that being the constant updating of report data while editing report content (columns, filters, conditions) by adding the following to the [[Configuration_file|site configuration]]:

<code php>
$CFG->tool_reportbuilder_liveediting = true;
</code>

Omitting this configuration, or setting <tt>$CFG->tool_reportbuilder_liveediting = true;</tt> indicates that live editing is enabled.

= Conditions and Filters =
Clicking in the "Show/hide filters sidebar" icon on the right will expand the right panel that we can use to define conditions and filters and set the default sorting order. Using conditions, we can pre-filter the report for the users. Conditions cannot be changed in the viewing mode. In the filters tab, we can define filters and we can define the default sorting order using the last tab just by selecting and rearranging the available options.

[[File:wp-rb-conditions.png]]

= Preview report =
Finally the report can be previewed by clicking the "Switch to preview view" icon, and it displays as it would for the person viewing the report, including any conditions defined. Filters can be reset using the icon on each filter or all at once.

[[File:wp-rb-preview.png]]

= Configuring audience =
Any person with the capability to manage or view reports can view all custom reports defined in their tenant. It is possible to specify additional audiences of the report that will grant access to the reports to users within them. To specify which user audiences should be able to access a given report, navigate to the "Audience" tab when editing it. You can add as many audiences to the report as necessary. Currently supported types are as follows:

* [[Organisation_structure#Assigning_jobs|Organisation job assignments]]
* Users [[Assign_roles#System_context|assigned system roles]]
* [[Cohorts|Cohort]] members
* Manually selected users

To confirm which users now have access to the report, switch to the "Access" tab.

In addition to granting user access to reports, it is also possible to specify which users should be listed in any given report. To achieve this the "[[Report_builder_(Audience)|Relation to the report viewer]]" condition should be added to the report.

[[File:Report Builder Audiences.png]]

= Sending report results =
Custom reports can be created and scheduled to be sent out to specific audiences. From the manage custom reports page, navigate to the schedules tab of a report. Here, the administrator clicks the "New schedule" button and selects which report they would like to be sent. Various report formats are available to use for attached report data (CSV, Excel Spreadsheet, HTML, JSON, ODS, PDF), as well as recurrence options (send every weekday, month, etc). The administrator can also select which user should be used when sending the scheduled report. This allows the report to be sent to the audience as if it were being viewed by that user.

The recipients options allow the administrator to select which users should receive the report. All defined audiences for the current report are listed here for selection.

Finally, the message subject and content can be configured.

[[File:Report Builder Schedules.png]]

= Upgrading audience and schedules prior to 3.11 =
<p>[https://docs.moodle.org/dev/Moodle_Workplace_3.11_release_notes#3.11 Moodle Workplace 3.11] introduced some changes in the audience and schedules for Report Builder to support more types of audiences and link schedules to existing audiences.</p>

<p>Due to these improvements, audiences and schedules from versions prior to 3.11 need to be upgraded following this process:</p>
<ul>
<li><strong>Audiences</strong>: report audiences based on job department/position will be converted to the new "job" audience type.</li>
<li><strong>Schedules</strong>: New audiences will be automatically created for previously defined report schedule recipients for job department, position and manually added users. Each of these audiences will automatically be added to the new schedule as recipients.</li>
</ul>
<p>Note <strong>recipient emails are no longer supported in schedules</strong>. Where previous schedules used these, the person who created the schedule will receive an email notifying them of any changes made. The email will include a list of previous email recipients, with a link to this page. As an alternative to external email addresses, consider creating users with the [[No_login|No login]] authentication method.</p>

<p>The same process will be followed when [[Migrations#Report_Builder_audience_and_schedules_prior_to_3.11|importing Report Builder audience and schedules prior to 3.11 using the Migration tool]].</p>

= Shared reports =
After enabling [[Multi-tenancy#Shared_Space|Shared space]], users can create shared reports inside of it. These shared reports will be listed in the custom reports page in all tenants and will be marked with a "Shared space" label next to it.

This feature enables users to use the same report definition site-wide without duplicating the same reports in all tenants. It also allows to create cross-tenant reports. When a shared report is viewed from inside the tenant it only displays the users and entities from this tenant. When a shared report is viewed from Shared space it shows information from all tenants.

[[File:Shared reports - 02.png]]

Reports in the shared space can be shared with all tenants or be only accessible to users with access to the shared space.

== Creating a new shared report ==
Access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared space go to Report Builder in the Workplace launcher and create a new report as usual.

There's a setting to effectively share the report to make it available in other tenants. If this is not set, the report will be available only in the shared space (see the screenshot below).

[[File:Shared reports - 01.png]]

Report builder

2021-06-08T10:23:18Z

Pholden: Update audience/schedules sections.

{{Workplace}}
= Overview =
Moodle Workplace provides a graphical custom reporting tool. Moodle Workplace custom reports are built using the report builder interface, which provides advanced customization options to administrators. System reports are used in every listing in Workplace: Dashboard, [[Programs]], [[Certifications]], [[Dynamic rules]], and even in the Report builder itself.

{{MediaPlayer | url = https://youtu.be/gvQ6WqFYGns | desc = Moodle Workplace | Training | Report Builder}}

= Accessing the report builder =
The report builder can be made available to all users, and is accessed from the Workplace launcher. For instructions on granting access to a report, see the [[#Configuring_audience|configuring audience]] section below.

= Creating a custom report =
To create a new custom report, the administrator clicks the plus icon on the reports tab. Reports can use any data from their data sources, including data from the Workplace Datastore that contains historical information and snapshots of past events.

[[File:wp-rb-new-report.png]]

After selecting a data source for the new report, we can click on a column or drag it into the table to add it to the report. To use aggregation on any column, we just need to click on the "Select an aggregation for the column" icon and then we can select the kind of aggregation depending on the column data type.

== Limiting number of custom reports ==
A site administrator can restrict the number of custom reports that can be created per site/tenant by adding the following line(s) to the [[Configuration_file|site configuration]]:

<code php>
$CFG->tool_reportbuilder_limitsenabled = true;
$CFG->tool_reportbuilder_sitelimit = <VALUE>;
$CFG->tool_reportbuilder_tenantlimit = <VALUE>;
</code>

Omitting this configuration, or setting <tt>$CFG->tool_reportbuilder_limitsenabled = false;</tt> indicates that no limit should be applied to the number of custom reports that can be created. Enabling limits and setting the values to 0 will disable the creation of custom reports. Note that a tenant limit cannot exceed a site limit.

= Conditions and Filters =
Clicking in the "Show/hide filters sidebar" icon on the right will expand the right panel that we can use to define conditions and filters and set the default sorting order. Using conditions, we can pre-filter the report for the users. Conditions cannot be changed in the viewing mode. In the filters tab, we can define filters and we can define the default sorting order using the last tab just by selecting and rearranging the available options.

[[File:wp-rb-conditions.png]]

= Preview report =
Finally the report can be previewed by clicking the "Switch to preview view" icon, and it displays as it would for the person viewing the report, including any conditions defined. Filters can be reset using the icon on each filter or all at once.

[[File:wp-rb-preview.png]]

= Configuring audience =
Any person with the capability to manage or view reports can view all custom reports defined in their tenant. It is possible to specify additional audiences of the report that will grant access to the reports to users within them. To specify which user audiences should be able to access a given report, navigate to the "Audience" tab when editing it. You can add as many audiences to the report as necessary. Currently supported types are as follows:

* [[Organisation_structure#Assigning_jobs|Organisation job assignments]]
* Users [[Assign_roles#System_context|assigned system roles]]
* [[Cohorts|Cohort]] members
* Manually selected users

To confirm which users now have access to the report, switch to the "Access" tab.

In addition to granting user access to reports, it is also possible to specify which users should be listed in any given report. To achieve this the "[[Report_builder_(Audience)|Relation to the report viewer]]" condition should be added to the report.

[[File:Report Builder Audiences.png]]

= Sending report results =
Custom reports can be created and scheduled to be sent out to specific audiences. From the manage custom reports page, navigate to the schedules tab of a report. Here, the administrator clicks the "New schedule" button and selects which report they would like to be sent. Various report formats are available to use for attached report data (CSV, Excel Spreadsheet, HTML, JSON, ODS, PDF), as well as recurrence options (send every weekday, month, etc). The administrator can also select which user should be used when sending the scheduled report. This allows the report to be sent to the audience as if it were being viewed by that user.

The recipients options allow the administrator to select which users should receive the report. All defined audiences for the current report are listed here for selection.

Finally, the message subject and content can be configured.

[[File:Report Builder Schedules.png]]

= Upgrading audience and schedules prior to 3.11 =
<p>[https://docs.moodle.org/dev/Moodle_Workplace_3.11_release_notes#3.11 Moodle Workplace 3.11] introduced some changes in the audience and schedules for Report Builder to support more types of audiences and link schedules to existing audiences.</p>

<p>Due to these improvements, audiences and schedules from versions prior to 3.11 need to be upgraded following this process:</p>
<ul>
<li><strong>Audiences</strong>: report audiences based on job department/position will be converted to the new "job" audience type.</li>
<li><strong>Schedules</strong>: New audiences will be automatically created for previously defined report schedule recipients for job department, position and manually added users. Each of these audiences will automatically be added to the new schedule as recipients.</li>
</ul>
<p>Note <strong>recipient emails are no longer supported in schedules</strong>. Where previous schedules used these, the person who created the schedule will receive an email notifying them of any changes made. The email will include a list of previous email recipients, with a link to this page. As an alternative to external email addresses, consider creating users with the [[No_login|No login]] authentication method.</p>

<p>The same process will be followed when [[Migrations#Report_Builder_audience_and_schedules_prior_to_3.11|importing Report Builder audience and schedules prior to 3.11 using the Migration tool]].</p>

= Shared reports =
After enabling [[Multi-tenancy#Shared_Space|Shared space]], users can create shared reports inside of it. These shared reports will be listed in the custom reports page in all tenants and will be marked with a "Shared space" label next to it.

This feature enables users to use the same report definition site-wide without duplicating the same reports in all tenants. It also allows to create cross-tenant reports. When a shared report is viewed from inside the tenant it only displays the users and entities from this tenant. When a shared report is viewed from Shared space it shows information from all tenants.

[[File:Shared reports - 02.png]]

Reports in the shared space can be shared with all tenants or be only accessible to users with access to the shared space.

== Creating a new shared report ==
Access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared space go to Report Builder in the Workplace launcher and create a new report as usual.

There's a setting to effectively share the report to make it available in other tenants. If this is not set, the report will be available only in the shared space (see the screenshot below).

[[File:Shared reports - 01.png]]

Report builder

2021-06-08T08:38:32Z

Pholden: Audiences/schedules 311 email.

{{Workplace}}
= Overview =
Moodle Workplace provides a graphical custom reporting tool. Moodle Workplace custom reports are built using the report builder interface, which provides advanced customization options to administrators. System reports are used in every listing in Workplace: Dashboard, [[Programs]], [[Certifications]], [[Dynamic rules]], and even in the Report builder itself.

{{MediaPlayer | url = https://youtu.be/gvQ6WqFYGns | desc = Moodle Workplace | Training | Report Builder}}

= Accessing the report builder =
The report builder can be made available to all users, and is accessed from the Workplace launcher. For instructions on granting access to a report, see the [[#Configuring_audience|configuring audience]] section below.

= Creating a custom report =
To create a new custom report, the administrator clicks the plus icon on the reports tab. Reports can use any data from their data sources, including data from the Workplace Datastore that contains historical information and snapshots of past events.

[[File:wp-rb-new-report.png]]

After selecting a data source for the new report, we can click on a column or drag it into the table to add it to the report. To use aggregation on any column, we just need to click on the "Select an aggregation for the column" icon and then we can select the kind of aggregation depending on the column data type.

== Limiting number of custom reports ==
A site administrator can restrict the number of custom reports that can be created per site/tenant by adding the following line(s) to the [[Configuration_file|site configuration]]:

<code php>
$CFG->tool_reportbuilder_limitsenabled = true;
$CFG->tool_reportbuilder_sitelimit = <VALUE>;
$CFG->tool_reportbuilder_tenantlimit = <VALUE>;
</code>

Omitting this configuration, or setting <tt>$CFG->tool_reportbuilder_limitsenabled = false;</tt> indicates that no limit should be applied to the number of custom reports that can be created. Enabling limits and setting the values to 0 will disable the creation of custom reports. Note that a tenant limit cannot exceed a site limit.

= Conditions and Filters =
Clicking in the "Show/hide filters sidebar" icon on the right will expand the right panel that we can use to define conditions and filters and set the default sorting order. Using conditions, we can pre-filter the report for the users. Conditions cannot be changed in the viewing mode. In the filters tab, we can define filters and we can define the default sorting order using the last tab just by selecting and rearranging the available options.

[[File:wp-rb-conditions.png]]

= Preview report =
Finally the report can be previewed by clicking the "Switch to preview view" icon, and it displays as it would for the person viewing the report, including any conditions defined. Filters can be reset using the icon on each filter or all at once.

[[File:wp-rb-preview.png]]

= Sending report results =
Custom reports can be created and scheduled to be sent out to specific audiences. From the manage custom reports page, navigate to the schedules tab. Here, the administrator clicks the "New schedule" button and selects which report they would like to be sent. Various report formats are available to use for attached report data (CSV, Excel Spreadsheet, HTML, JSON, ODS, PDF), as well as recurrence options (send every weekday, month, etc). The administrator can also select which user should be used when sending the scheduled report. This allows the report to be sent to the audience as if it were being viewed by that user.

The audience options allow the administrator to select which users should receive the report. In addition to selecting which position and department within an organisation should be included, it is also possible to manually select individual users and/or e-mail addresses.

Finally, the message subject and content can be configured.

[[File:wp-rb-schedule.png]]

= Configuring audience =

Any person with the capability to manage or view reports can view all custom reports defined in their tenant. It is also possible to specify [[Organisation_structure#Assigning_jobs|individual jobs]] that will grant access to the reports to their holders. To specify which jobs should be able to access a given report, navigate to the "Audience" tab when editing it. To specify a new job press the "Add job" button and select the preferred position and department that comprises the job. You can add as many jobs to set the audience for the report as necessary. Once complete, press the "Save changes" button. To confirm which users now have access to the report, switch to the "Access" tab.

In addition to granting user access to reports, it is also possible to specify which users should be listed in any given report. To achieve this the "[[Report_builder_(Audience)|Relation to the report viewer]]" condition should be added to the report.

[[File:wp-rb-audience.png]]

= Upgrading audience and schedules prior to 3.11 =
<p>[https://docs.moodle.org/dev/Moodle_Workplace_3.11_release_notes#3.11 Moodle Workplace 3.11] introduced some changes in the audience and schedules for Report Builder to support more types of audiences and link schedules to existing audiences.</p>

<p>Due to these improvements, audiences and schedules from versions prior to 3.11 need to be upgraded following this process:</p>
<ul>
<li><strong>Audiences</strong>: report audiences based on job department/position will be converted to the new "job" audience type.</li>
<li><strong>Schedules</strong>: New audiences will be automatically created for previously defined report schedule recipients for job department, position and manually added users. Each of these audiences will automatically be added to the new schedule as recipients.</li>
</ul>
<p>Note <strong>recipient emails are no longer supported in schedules</strong>. Where previous schedules used these, the person who created the schedule will receive an email notifying them of any changes made. The email will include a list of previous email recipients, with a link to this page. As an alternative to external email addresses, consider creating users with the [[No_login|No login]] authentication method.</p>

<p>The same process will be followed when [[Migrations#Report_Builder_audience_and_schedules_prior_to_3.11|importing Report Builder audience and schedules prior to 3.11 using the Migration tool]].</p>

= Shared reports =
After enabling [[Multi-tenancy#Shared_Space|Shared space]], users can create shared reports inside of it. These shared reports will be listed in the custom reports page in all tenants and will be marked with a "Shared space" label next to it.

This feature enables users to use the same report definition site-wide without duplicating the same reports in all tenants. It also allows to create cross-tenant reports. When a shared report is viewed from inside the tenant it only displays the users and entities from this tenant. When a shared report is viewed from Shared space it shows information from all tenants.

[[File:Shared reports - 02.png]]

Reports in the shared space can be shared with all tenants or be only accessible to users with access to the shared space.

== Creating a new shared report ==
Access the Shared space from the tenant switch dropdown, in the navigation bar. When inside the Shared space go to Report Builder in the Workplace launcher and create a new report as usual.

There's a setting to effectively share the report to make it available in other tenants. If this is not set, the report will be available only in the shared space (see the screenshot below).

[[File:Shared reports - 01.png]]

Multi-tenancy

2021-03-09T14:35:20Z

Pholden: Limiting number of users tidy up.

{{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>

== Limiting number of users ==

A site administrator can restrict the number of users per tenant and/or site-wide:

* Site-wide: the maximum number of users that can exist on the site
* Per-tenant: the maximum number of users that can exist in any tenant

These settings are available from "Site administration > Advanced features". Suspended users count towards the limit (this can be improved later). When the site limit is lower than the number of current users in the site, no new users can be created. For tenants, when the number of users reaches the tenant limit, no new users can be created in or moved to the tenant. It's also possible to add the following lines to your site configuration to hardcode this configuration:

<code php>
// Site limit.
$CFG->userlimitenabled = true;
$CFG->userlimit = <VALUE>;

// Tenant limit.
$CFG->tool_tenant_userlimitenabled = true;
$CFG->tool_tenant_userlimit = <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]]

= Authentication =

The [[Tenant administrator role]] by default has the capability '[[Capabilities/tool/tenant:authconfig|tool/tenant:authconfig]]'. Unless this capability is removed from the role by the main administrator, the tenant administrator can manage authentication settings in their tenant. (See also [[Moodle_Workplace_Release_notes#Upgrade_notes_for_3.10|Upgrade notes for 3.10]])

Now it’s possible to set different authentication configurations for each tenant in a Workplace site, including the availability of plugins or changing the settings for the same plugin in different tenants.

<ul class="thumbnails">
<li class="span6">
<div class="thumbnail">
[[File:Per-tenant authentication plugins - 01.png|600px]]
<div class="caption">
<h4>Per-tenant authentication plugins</h4>
<p>Selected authentication settings such as authentication instructions and allowed domains can be overridden for individual tenants. Site administrators are also able to force some settings for all tenants. Tenant admin can override common settings or settings for multi-tenant auth plugins in their tenant using the new Authentication tab in the Users page.</p>
</div>
</div>
</li>
<li class="span6">
<div class="thumbnail">
[[File:Per-tenant authentication plugins - 03.png|600px]]
<div class="caption">
<h4>Multi-tenant auth plugins</h4>
<p>Email-based self-registration and OAuth2 are now multi-tenant. Global administrator or tenant administrator can enable/disable these plugins on a tenant level and override their settings. When a new user signs up from a tenant-specific login page their account is automatically registered inside this tenant.</p>
</div>
</div>
</li>
</ul>

= Login and sign-up pages =
== Tenant selector ==
The site selector on the login and signup pages will help the user to select the correct tenant on the authentication page. If enabled, the site selector on the login and signup pages.

The selector can be enabled at a site level, and each tenant’s visibility in the selector can be configured in tenant settings.
[[File:tenant-selector-setting.png|700px]]

When enabled, it's shown in the bottom-right corner of the login and signup pages some seconds after the page loads.
[[File:tenant-selector-login.png|700px]]

= 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 =

* [[Multi-tenancy capabilities]]
* [[Capabilities/tool/tenant:manage]]

Report builder

2020-08-24T11:40:30Z

Pholden: Link to docs on how to assign jobs.

Report builder (Audience)

2020-07-01T14:48:36Z

Pholden: Audience condition to limit to "themselves".

{{Workplace}}

=Overview=

In addition to specifying which users can [[Report_builder#Configuring_audience|access a report]], we can use the "Relation to the report viewer" report condition to limit which users are listed in any given report, relative to the person who is viewing it.

This can allow a manager to create a single report for others to view information about themselves, or users in their own departments or reporting lines. The condition takes effect according to the user who is viewing the report, meaning it will return different results according to the report viewer and/or their own position within the [[Organisation_structure|organisation]].

=Configuring the condition=

After adding the [[Report_builder#Conditions_and_Filters|condition]] to a report, the default state is to list "All users". Selecting "Themselves" will limit the report to information relating to the report viewer. To report on users within an organisation structure, select "Customise...", which presents the following options:

* Reports to the report viewer: for users with a manager position, this will include users who report directly to the user viewing the report
* In the same department as the report viewer: include users who are members of the same department (optionally including subdepartments) as the user viewing the report

If both of these options are selected, it is possible to combine them with boolean operators AND/OR to further refine the report content.

Dynamic rules

2020-07-01T14:41:20Z

Pholden: Just some grammar changes.

{{Workplace}}

= Overview=
The dynamic rules feature allows you to create “if this then that” rules based on one or more conditions to execute the selected actions. Each plug-in implements its own conditions and actions to be used in any dynamic rule. Other Workplace features make use of dynamic rules to automate some of their actions, like issuing [[Badges|badges]] or [[Certificates|certificates]], or granting [[Competencies|competencies]].

{{MediaPlayer | url = https://youtu.be/SZAcx6ZSomI | desc = Moodle Workplace | Training | Dynamic Rules}}

= Creating dynamic rules =
Dynamic rules can be accessed from the Workplace launcher.

We can create a new rule by clicking the "New rule" button and giving the rule a name.

The “Rule action limits” option defines the maximum number of times actions should apply. As soon as users match the rule [[#conditions]], the [[#actions]] will be applied to them. These actions will not apply again if users continue to match the conditions. However, if a user stops matching and then matches again, the actions may be applied again.

== Limiting number of dynamic rules ==
A site administrator can restrict the number of dynamic rules that can be created per site/tenant by adding the following line(s) to the [[Configuration_file|site configuration]] (note that archived rules are also counted towards the limit, and rules created automatically by other plugins are '''not''' counted towards the limit):

<code php>
$CFG->tool_dynamicrule_limitsenabled = true;
$CFG->tool_dynamicrule_sitelimit = <VALUE>;
$CFG->tool_dynamicrule_tenantlimit = <VALUE>;
</code>

Omitting this configuration, or setting <tt>tool_dynamicrule_limitsenabled</tt> value to <tt>false</tt>, indicates that no limit should be applied to the number of dynamic rules that can be created. Note that a tenant limit cannot exceed a site limit. Setting values to 0 will effectively disable rules creation.

= Conditions =
On the conditions tab we'll find a listing of predefined conditions for each entity that can be evaluated in order to trigger some actions. Only those conditions that the current user has the capability to add are listed. Some conditions may be listed, but not available, if no entities associated with it exist in the system (e.g. "Course completed" condition can only be added if there is at least one course that user has rights to see users within). Each condition has its own editable properties. Once they're configured properly we click on “Save Changes”.

We can always come back later and change these settings using the "Edit condition" or "Delete condition" buttons.

At the bottom of the tab, we can check how many users would meet these conditions, and by clicking on “view matching users” we can easily check the complete user listing.

= Actions =
On the actions tab we'll find a listing of actions that allow the user to define what they want to happen when the conditions are met. For example, if we want to allocate matching users to a certification we click on "Allocate users to certification" and select the appropriate certification.

Only actions that the current user has the capability to add are listed. Some actions may be listed, but not available, if no entities associated with it exist in the system (e.g. "Add to cohort" action can only be added if there is at least one cohort that user has rights to see users within).

= Activating a rule =
Now that the rule contains at least one condition and one action, we can activate it by clicking the Enable button. Prior to enabling we will be shown a notification to remind us of how many users will be affected by the rule. We click “enable” and the rule will be executed as an adhoc task during the next [[Cron|cron]] run.

A user is able to activate a rule only if they have permission to edit all conditions and actions in the rule.

= Editing a rule =
A user can edit a rule only if they have permission to edit all conditions and actions in the rule. If any condition or action contains errors, the user can edit the rule only if they have permission to edit all other conditions and actions plus permission to add the condition or action containing an error.

If users have previously matches rule conditions, the conditions become read-only. Actions can be edited at any point.

= Rule processing =

Note that prior to processing a rule, each condition and action is validated for correctness. If at some future point a rule fails validation (for example because a course no longer exists) it will be disabled automatically and will be flagged as containing an error. To re-enable such a rule, we must edit it and correct each condition and action.

For any event-based conditions (i.e. those that depend on an action taking place such as enrolling a user on a course), any matching conditions are evaluated immediately. The corresponding rule will be executed for the user who was affected by the event condition (i.e. the user who was enrolled on a course). All rules that contain non event-based conditions will be executed during each cron run. Rules where all conditions are event-based are excluded from cron processing, but they are processed as cron ad-hoc task only once when enabled (so that it is applied to users who matched conditions at the point of enabling the rule).

= Duplicating the rule =

Duplicating a rule allows the user to create a copy of the rule with identical conditions and actions, before being modified according to requirements. The user is able to duplicate a rule only if they have permission to edit all conditions and actions in the rule.

= Active/archived rules =
The Active rules tab lists all rules that are currently active on your site. We can toggle whether an individual rule is enabled or not by using the Enable/Disable rule toggle in the rules table.

Pressing the Archive rule button will disable that rule and move it to the Archived tab, allowing it to be preserved for reference in the future. Archived rules cannot be enabled again until they are moved back to the Active tab. A user is able to archive rules only if they have permission to edit all conditions and actions in the rule.

Report builder (Audience)

2020-02-07T11:08:13Z

Pholden: Relation to the report viewer.

{{Workplace}}

=Overview=

In addition to specifying which users can [[Report_builder#Configuring_audience|access a report]], we can use the "Relation to the report viewer" report condition to limit which users are listed in any given report, relative to the person who is viewing it.

This can allow a manager to create a single report for others to view information about users in their own departments or reporting lines. The condition takes effect according to the user who is viewing the report, meaning it will return different results according to their own position within the [[Organisation_structure|organisation]].

=Configuring the condition=

After adding the [[Report_builder#Conditions_and_Filters|condition]] to a report, the default state is to list "All users". To change this we click on the select box and choose "Customise...". This presents the following options:

* Reports to the report viewer: for users with a manager position, this will include users who report directly to the user viewing the report
* In the same department as the report viewer: include users who are members of the same department (optionally including subdepartments) as the user viewing the report

If both of these options are selected, it is possible to combine them with boolean operators AND/OR to further refine the report content.

Report builder

2020-02-07T10:31:26Z

Pholden: Relation to report viewer condition - link to upcoming page.

Moodle Workplace Release notes

2020-01-20T14:45:25Z

Pholden: Mention improved tenant theme caching in release notes.

{{Workplace}}

This page contains release notes for Moodle Workplace 3.8 release.

=3.8.1=

==Major features==

* [[Appointments]] - continued user interface polishing and improvements; new [[Report builder]] datasource to facilitate custom reporting; improvements to custom fields
* [[Certifications#Users|Certifications]] - new "Certification activity log" to show a users progress through an allocated certification
* [[Programs]] - addition to the [[Moodle_Workplace#Dashboard|Workplace Dashboard]] to allow users to filter their own programs
* [[Programs]] and [[Certifications]] - improvements to automatic [[Dynamic rules]] (clearer names, improved conditions, ability to set allocation start date in future); improved custom field support
* Improvements to the [[Multi-tenancy#Tenant_administration|Tenant administrator]] role - the list of capabilities that can be granted to a tenant administrator is restricted to those capabilities that support [[Multi-tenancy]] as defined by the Workplace plugins. Manually assigning Workplace roles is no longer possible via the assign roles page to avoid confusion, however the list of allowed capabilities in these roles may be changed by the site administrator
* Improved performance when editing tenant theme settings - caches are now purged only for the relevant tenant, rather than for all
* Consistent configuration for setting limits for [[Multi-tenancy#Limiting_number_of_tenants|Tenants]], [[Dynamic_rules#Limiting_number_of_dynamic_rules|Dynamic rules]] and [[Report_builder#Limiting_number_of_custom_reports|Report builder]]
* Privacy API improvements

=3.8.0=

==Major features==

* [[Programs#Program_reset|Program reset]] - allows to reset a program and all courses it in for an individual user
* [[Certifications#Recertification|Recertification]] - allows to configure the workflow for regular recertification
* [[Report builder#Configuring_audience|Audience]] in report builder allows to give granular access to individual reports
* [[Appointments]] - new module that allows to book face-to-face appointments between trainers and students in a course
* [[Certificates]] no longer belong to the tenants but instead can be created in course categories
* [[Programs#Shared_courses|Sharing courses]] between tenants and using them in the programs

==Important upgrade notes==

===Report builder changes===

Organisation managers can no longer access the reports on their team by default. Instead, tenant administrators need to create new reports with the condition "Relation to report viewer" and set the "Audience" to include an organisation manager's job.

===Certificates===

The Certificates plugin has been reworked to allow users to create certificates in course categories instead of binding them to tenants. This plugin will be made available in the future outside of Moodle Workplace.

The upgrade script will automatically unallocate the existing certificates from the tenants and allocate them to the respective course categories of the tenants. However '''if there was a tenant without a course category and with certificates''', the administrator needs '''to fix it manually''' - create a category for the tenant and move the certificate(s) to this category.

Capability 'tool/certificate:verifyforalltenants' is removed and instead we have [[Capabilities/tool/certificate:verify|'tool/certificate:verify']] that will allow users to verify certificates for any tenant (by code).

Capability 'tool/certificate:issueforalltenants' is removed. Users with the capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can issue certificates to users from their tenant. If such user also has capabilities allowing him to view users from other tenants, they will be able to issue certificate to all users.

Capability 'tool/certificate:manageforalltenants' is removed. Instead, capability [[Capabilities/tool/certificate:manage|'tool/certificate:manage']] can be assigned in different contexts and will work on templates that are defined in the relevant contexts.

Capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can now be assigned in different contexts (system or course category). Users who have it can issue certificates that are defined in the same context (or lower).

Capability 'tool/certificate:imageforalltenants' is renamed to [[Capabilities/tool/certificate:image|'tool/certificate:image']] - allows users to manage shared images.

Capability [[Capabilities/tool/certificate:viewallcertificates|'tool/certificate:viewallcertificates']] can also be assigned in different contexts now. Similar to 'issue' capability, users will only see other users from the same tenant (unless they have additional capabilities that allow them to view users in other tenants)

The element type "Program" is now called '''"Dynamic rule data"'''

==Setting limits for tenant-related data==

It is possible for site administrators to limit the amount of data related to a tenant for certain features:

* The number of [[Multi-tenancy|tenants]] can be restricted by setting '$CFG->tool_tenant_tenantlimit = <VALUE>;' in your [[Configuration_file|site configuration]]
* The number of [[Report_builder#Creating_a_custom_report|custom reports]] can be restricted per site/tenant by setting '$CFG->tool_reportbuilder_sitelimit' and '$CFG->tool_reportbuilder_tenantlimit' respectively
* The number of [[Dynamic_rules#Creating_dynamic_rules|dynamic rules]] can be restricted per site/tenant by setting '$CFG->tool_dynamicrule_sitelimit' and '$CFG->tool_dynamicrule_tenantlimit' respectively

Tenant administrator role

2020-01-20T12:26:46Z

Pholden: Assigning tenant administrators.

{{Workplace}}

The tenant administrator role is created automatically when [[Moodle Workplace]] is installed. This role can not be removed, however the main admin can modify the capabilities.

This role is issued automatically to the users who are set as tenant administrators in the [[Multi-tenancy]] feature. In order to assign an administrator to a given tenant, click on the "Edit tenant" icon and search for and select the appropriate users under "Management > Administrators".

Such users will be able to [[Capabilities/tool/tenant:browseusers|browse users]], [[Capabilities/tool/tenant:manageusers|add and edit users]] and [[Capabilities/tool/tenant:managetheme|manage theme settings]] for their own tenant. They can also create and manage programs, certifications, dynamic rules, custom reports, organisation structure and certificates for their tenants as well as assign the respective roles to the other users.

Some core capabilities are also included in this role, for example 'moodle/role:assign', 'moodle/site:uploadusers', 'moodle/site:viewuseridentity', 'moodle/badges:awardbadge', 'moodle/badges:viewawarded'. Even though these capabilities are defined by core, the core code was modified in Moodle Workplace to limit the users the tenant administrator can view to the list of users in their own tenant. This means the tenant administrator will not be able to assign roles to users outside of their tenant, award or view awarded badges. Examples of places that have been modified:

* User selector used when manually enrolling users in a course
* User selector used when assigning roles
* User selector used when issuing badges

It is important to remember that there are still a lot of core capabilities that, if granted, would allow the user to see or work with all users in the system. If the capability is not included in the default "Tenant administrator" role, it may not be multi-tenant compatible. When modifying the "Tenant administrator" role it is better not to add any more capabilities to it.

Multi-tenancy

2020-01-20T12:22:42Z

Pholden: Can't manually assign Workplace roles.

Moodle Workplace Release notes

2020-01-20T12:00:06Z

Pholden: Release notes for 3.8.1.

{{Workplace}}

This page contains release notes for Moodle Workplace 3.8 release.

=3.8.1=

==Major features==

* [[Appointments]] - continued user interface polishing and improvements; new [[Report builder]] datasource to facilitate custom reporting; improvements to custom fields
* [[Certifications#Users|Certifications]] - new "Certification activity log" to show a users progress through an allocated certification
* [[Programs]] - addition to the [[Moodle_Workplace#Dashboard|Workplace Dashboard]] to allow users to filter their own programs
* [[Programs]] and [[Certifications]] - improvements to automatic [[Dynamic rules]] (clearer names, improved conditions, ability to set allocation start date in future); improved custom field support
* Improvements to the [[Multi-tenancy#Tenant_administration|Tenant administrator]] role - the list of capabilities that can be granted to a tenant administrator is restricted to those capabilities that support [[Multi-tenancy]] as defined by the Workplace plugins. Manually assigning Workplace roles is no longer possible via the assign roles page to avoid confusion, however the list of allowed capabilities in these roles may be changed by the site administrator
* Consistent configuration for setting limits for [[Multi-tenancy#Limiting_number_of_tenants|Tenants]], [[Dynamic_rules#Limiting_number_of_dynamic_rules|Dynamic rules]] and [[Report_builder#Limiting_number_of_custom_reports|Report builder]]
* Privacy API improvements

=3.8.0=

==Major features==

* [[Programs#Program_reset|Program reset]] - allows to reset a program and all courses it in for an individual user
* [[Certifications#Recertification|Recertification]] - allows to configure the workflow for regular recertification
* [[Report builder#Configuring_audience|Audience]] in report builder allows to give granular access to individual reports
* [[Appointments]] - new module that allows to book face-to-face appointments between trainers and students in a course
* [[Certificates]] no longer belong to the tenants but instead can be created in course categories
* [[Programs#Shared_courses|Sharing courses]] between tenants and using them in the programs

==Important upgrade notes==

===Report builder changes===

Organisation managers can no longer access the reports on their team by default. Instead, tenant administrators need to create new reports with the condition "Relation to report viewer" and set the "Audience" to include an organisation manager's job.

===Certificates===

The Certificates plugin has been reworked to allow users to create certificates in course categories instead of binding them to tenants. This plugin will be made available in the future outside of Moodle Workplace.

The upgrade script will automatically unallocate the existing certificates from the tenants and allocate them to the respective course categories of the tenants. However '''if there was a tenant without a course category and with certificates''', the administrator needs '''to fix it manually''' - create a category for the tenant and move the certificate(s) to this category.

Capability 'tool/certificate:verifyforalltenants' is removed and instead we have [[Capabilities/tool/certificate:verify|'tool/certificate:verify']] that will allow users to verify certificates for any tenant (by code).

Capability 'tool/certificate:issueforalltenants' is removed. Users with the capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can issue certificates to users from their tenant. If such user also has capabilities allowing him to view users from other tenants, they will be able to issue certificate to all users.

Capability 'tool/certificate:manageforalltenants' is removed. Instead, capability [[Capabilities/tool/certificate:manage|'tool/certificate:manage']] can be assigned in different contexts and will work on templates that are defined in the relevant contexts.

Capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can now be assigned in different contexts (system or course category). Users who have it can issue certificates that are defined in the same context (or lower).

Capability 'tool/certificate:imageforalltenants' is renamed to [[Capabilities/tool/certificate:image|'tool/certificate:image']] - allows users to manage shared images.

Capability [[Capabilities/tool/certificate:viewallcertificates|'tool/certificate:viewallcertificates']] can also be assigned in different contexts now. Similar to 'issue' capability, users will only see other users from the same tenant (unless they have additional capabilities that allow them to view users in other tenants)

The element type "Program" is now called '''"Dynamic rule data"'''

==Setting limits for tenant-related data==

It is possible for site administrators to limit the amount of data related to a tenant for certain features:

* The number of [[Multi-tenancy|tenants]] can be restricted by setting '$CFG->tool_tenant_tenantlimit = <VALUE>;' in your [[Configuration_file|site configuration]]
* The number of [[Report_builder#Creating_a_custom_report|custom reports]] can be restricted per site/tenant by setting '$CFG->tool_reportbuilder_sitelimit' and '$CFG->tool_reportbuilder_tenantlimit' respectively
* The number of [[Dynamic_rules#Creating_dynamic_rules|dynamic rules]] can be restricted per site/tenant by setting '$CFG->tool_dynamicrule_sitelimit' and '$CFG->tool_dynamicrule_tenantlimit' respectively

Certifications

2020-01-20T11:14:24Z

Pholden: Users' certification activity log.

{{Workplace}}

= Overview =
Using certifications we can specify and track requirements for recurring [[Programs|Workplace Programs]]. Each certification is associated with a program, which must be completed to allow the user to become certified. Users can be certified for a given period of time, after which the certification can be retaken or updated.

{{MediaPlayer | url = https://youtu.be/izdACOdrfQo | desc = Moodle Workplace | Training | Certifications}}

= Accessing certifications =
To access the Certifications tool select the option from the Workplace launcher. The page is divided into two tabs: "Active" and "Archived", each of which list certifications depending on their current status.

= Create a new certification =
To create a new certification press the "Add new certification" button, choose a name and select the program that this certification will be related to. When this form is complete, we can complete the rest of the certification setup.

= Certification =
Under the "Certification" tab, we can modify the associated program, certification dates (start date, due date and expiry date) and we can define the allocation times for it. Certification dates can be set relative to one another, for example a users start date could be considered to be immediately after their allocation date with a due date one month later, expiring after 12 months. The allocation start and end date define the range in which a user may be allocated to the certification.

''If we modify the associated program, the users who are currently allocated to this program will not be reallocated automatically. This can be done manually on per-user basis. The status of users who have already completed the program, or those who were manually marked as certified, will not change but they will be unallocated from the old program and will no longer see it on their dashboard.''

= Recertification =
It is possible to set up a workflow for user recertification after the initial (previous) certification expires. Under the "Recertification" tab we can enable recertification and choose if we want to use the same program as in the initial certification or a different one just for the recertification.

In this tab we can also set four different dates:
* '''Start date''' for the recertification process, relative to previous certification expiry date.
* '''Due date''' for the recertification process, always the previous certification expiry date.
* '''Grace period''' is the extra amount of time we give the user after the expiry date has been reached to finish the recertification program. Grace period is only available if the recertification program is different to the initial one.
* '''Expiry date''' is when this recertification program will expire.

When the recertification start date is reached for a certified user, the [[Programs#Program_reset|recertification program will be reset]] and will appear on the user's dashboard, allowing them to start taking the program again. If the user has completed the program they will be considered "certified" until the new expiry date. If the program is not completed before the due date (or grace period where it is set), the user will be reallocated to the initial certification program and all courses within it that are not present in the recertification program will be reset for the user.

= Users =
Users can be allocated to a certification from the "Users" tab by pressing the "Allocate users" button. This page lists all users who are currently allocated to the certification, along with their certification status plus their status in the associated program.

It's possible to manually certify an allocated user regardless of their progress through the associated program by clicking on the "Certify user" button. Using the "Edit" button we can also modify the status of a certification and it's start/due/expiry dates on a per-user basis. When recertification is enabled it's possible to modify the recertification start date and due date. It's possible to modify the grace period if the recertification program is different from the initial one.

To see a report of a users' progress through a certification, click the "Certification activity log" button for the user. The report lists events such as the date the user was allocated, the programs that were completed and the date they became certified in chronological order.

= Dynamic rules =
The [[Dynamic rules]] tab gives quick access to some rules which affect the certification and are created by default. These allow the site administrator to do things like sending a notification to the user when they're allocated to the certificate, issuing a certificate or a badge, allocating to another program/certification, or sending a reminder when the certification is overdue. Set actions for these predefined rules and click the toggle button to activate them.

Multi-tenancy

2020-01-20T11:08:27Z

Pholden: Toggle for limiting number of tenants.

Multi-tenancy

2020-01-08T12:56:05Z

Pholden: Shared courses, minor grammar changes.

Report builder

2020-01-06T09:42:03Z

Pholden: Enabling limit config.

Dynamic rules

2019-12-05T12:07:40Z

Pholden: Unlimited Dynamic rules.

Report builder

2019-12-05T11:57:28Z

Pholden: Note on unlimited custom reports.

Certifications

2019-11-26T11:58:15Z

Pholden: Re-certification, small grammar changes.

{{Workplace}}

= Overview =
Using certifications we can specify and track requirements for recurring [[Programs|Workplace Programs]]. Each certification is associated with a program, which must be completed to allow the user to become certified. Users can be certified for a given period of time, after which the certification can be retaken or updated.

{{MediaPlayer | url = https://youtu.be/izdACOdrfQo | desc = Moodle Workplace | Training | Certifications}}

= Accessing certifications =
To access the Certifications tool select the option from the Workplace launcher. The page is divided into two tabs: "Active" and "Archived", each of which list certifications depending on their current status.

= Create a new certification =
To create a new certification press the "Add new certification" button, choose a name and select the program that this certification will be related to. When this form is complete, we can complete the rest of the certification setup.

= Certification =
Under the "Certification" tab, we can modify the associated program, certification dates (start date, due date and expiry date) and we can define the allocation times for it. Certification dates can be set relative to one another, for example a users start date could be considered to be immediately after their allocation date with a due date one month later, expiring after 12 months. The allocation start and end date define the range in which a user may be allocated to the certification.

''If we modify the associated program, the users who are currently allocated to this program will not be reallocated automatically. This can be done manually on per-user basis. The status of users who have already completed the program, or those who were manually marked as certified, will not change but they will be unallocated from the old program and will no longer see it on their dashboard.''

= Recertification =
It is possible to set up a workflow for user recertification after the initial (previous) certification expires. Under the "Recertification" tab we can enable recertification and choose if we want to use the same program as in the initial certification or a different one just for the recertification.

In this tab we can also set four different dates:
* '''Start date''' for the recertification process, relative to previous certification expiry date.
* '''Due date''' for the recertification process, always the previous certification expiry date.
* '''Grace period''' is the extra amount of time we give the user after the expiry date has been reached to finish the recertification program. Grace period is only available if the recertification program is different to the initial one.
* '''Expiry date''' is when this recertification program will expire.

When the recertification start date is reached for a certified user, the [[Programs#Program_reset|recertification program will be reset]] and will appear on the user's dashboard, allowing them to start taking the program again. If the user has completed the program they will be considered "certified" until the new expiry date. If the program is not completed before the due date (or grace period where it is set), the user will be reallocated to the initial certification program and all courses within it that are not present in the recertification program will be reset for the user.

= Users =
Users can be allocated to a certification from the "Users" tab by pressing the "Allocate users" button. This page lists all users who are currently allocated to the certification, along with their certification status plus their status in the associated program.

It's possible to manually certify an allocated user regardless of their progress through the associated program by clicking on the "Certify user" button. Using the "Edit" button we can also modify the status of a certification and it's start/due/expiry dates on a per-user basis. When recertification is enabled it's possible to modify the recertification start date and due date. It's possible to modify the grace period if the recertification program is different from the initial one.

= Dynamic rules =
The [[Dynamic rules]] tab gives quick access to some rules which affect the certification and are created by default. These allow the site administrator to do things like sending a notification to the user when they're allocated to the certificate, issuing a certificate or a badge, allocating to another program/certification, or sending a reminder when the certification is overdue. Set actions for these predefined rules and click the toggle button to activate them.

Programs

2019-11-26T11:17:06Z

Pholden: Program reset, small grammar update.

{{Workplace}}

== Overview ==
Programs are entities that contain a list of courses that are required to be completed by users. These courses can be grouped into a hierarchical structure and can be arranged in a specific order within the program. To access the Programs tool, select Programs from the Workplace launcher.

{{MediaPlayer | url = https://youtu.be/s_CMgdbnxP8 | desc = Moodle Workplace | Training | Programs}}

== Programs list ==
This list shows all existing programs according to their "Active" or "Archived" status. Active programs are the ones we can modify and are available to users. Archived programs cannot be edited and are not available to users. Only archived programs can be deleted from the system but doing so we will lose related data in reports.

On this page we can also duplicate a program, which includes all configuration and content but excludes user allocations.

== Creating a new program ==
To create a new program press the "Add new program" button and choose a name and description for your program. In case you have previously created program custom fields they will appear at the end of this form. Once this step is complete, we can configure the program content and allocate users.

== Adding courses ==
Courses can be added to your program from the program "Content" tab. We can either add individual courses, or group them together in "sets".

* To add a course click the add button and select "Course". You can select as many courses as you want.
* To add "sets" of courses click the add button and select "Set". Give your set a name and select which courses you want to add to it. See the section on [[#Completion|completion]] below to define how the set should be completed by a user

You can use drag-and-drop o re-order elements within the program in order to set a specific order.

=== Completion ===
Each program, and course sets within it, can define how they should be considered as being completed by the user:

* All in order - the user must complete all courses in the order specified
* All in any order - the user must complete all courses in no particular order
* At least X - the user must complete at least X number of the courses

== Schedule ==
Under the program "Schedule" tab, we can define the availability and allocation times for the program. The "Allocation window" defines when a user can be allocated to a program. The "Availability" section defines a start and end date during which time a user can access the program. The due date is the time by which the user should have completed the program. Each of the times can be set relative to another, for example a users start date could be considered to be immediately after their allocation date with a due date one month later.

== User allocation ==
Users can be manually allocated to a program from the "Users" tab. This page also lists all allocated users from other sources (such as via a Certification). For those users allocated to a program via a [[Certifications|certification]], the status of the certification is also shown.

On this page we can also modify allocation dates (start date, due date and end date) individually for each user, suspend a user allocation and reset a user's program (caution: this will reset all program set/course completion for the user).

== Dynamic rules ==
The [[Dynamic rules]] tab gives quick access to some rules which affect this program and are created by default. This will allow the site administrator to do things like sending a notification to the user when they're allocated to the program, issuing a certificate or a badge, granting a competency upon program completion, or sending a reminder when the program is overdue. Set actions for these predefined rules and click the toggle button to activate them.

== User Dashboard ==

When a user logs into Moodle Workplace and visits their [[Moodle_Workplace#Dashboard|Dashboard]] they will see all the active programs they have been allocated to, showing their completion status and allowing easy access to the courses contained within the program. User will have to complete courses in each set according to the completion criteria previously defined in the program content page.

[[File:workplace_dashboard.png|thumb|600px|center|Workplace dashboard]]

== Program reset ==

A manager is able to reset a program for an individual user from the program users list. This will reset all courses that are part of this program. The users' course completion data, individual assignments, grades and ratings will be reset. Data related to collaborative activities inside program courses will not be reset - this includes workshop, forum, assignment group submissions and collaborative wikis.

A course reset report is also available from the [[Report builder]]. To generate it a manager just needs to go into the Report builder tool and create a new report using the “Course reset for individual user” report source.

== Shared courses ==

'''Sharing courses between tenants'''

In the default Workplace installation users do not have the capability [[Capabilities/moodle/category:viewcourselist|moodle/category:viewcourselist]] outside of their tenant's category. This means that the Tenant administrator or Programs Manager will not see courses outside of their own tenant's course category when they add courses to the programs.

However the site can be configured so that there is a "Shared" course category that overrides permissions and allows users to browse courses there, or a special user could be created who creates programs for different tenants and has access to all courses. In any case, it is possible to add the same course to different programs that belong to different tenants.

A manager who manages the program will see the "attention" icon next to the courses that do not belong to the current tenant's course category. It is highly recommended to '''have all shared courses in "Separate groups" mode''' and force the group mode for all activities.

The Programs enrolment method '''will always allocate users from different tenants into different groups'''. Groups will be created automatically based on the name of the tenant. They can be manually renamed later without affecting the allocation of future students.

'''Sharing courses between programs'''

Even within the same tenant, multiple programs may use the same course. By default users enrolled into the same course via different programs will '''not''' be in different groups, however it is possible to specify in Program settings that a group has to be created in each program course for the users allocated to the program.

The same can be done for certifications. Each certification can have their own groups in the courses. For example, a new certification may be created for each cohort of students taking the same program and by separating them into groups the manager can ensure that they don't see forum posts or other activity from other cohorts.

Upload users in Moodle Workplace

2019-11-26T11:01:55Z

Pholden: Upload course completion to Data store.

{{Workplace}}

The [[Upload users]] tool is enhanced in Moodle Workplace to allow additional functionality.

==Tenant allocation==

If the current user has the capability tool/tenant:allocate, they will be able to specify a tenant when uploading users (both when creating new users and updating existing). If the current user does not have this capability, they can only create/update users in their own tenant.

Example of the CSV file:

<code>
username,firstname,lastname,email,tenant
jonest,Tom,Jones,jonest@example.com,big
reznor,Trent,Reznor,reznor@example.com,small
</code>

Tenants are matched by their "ID number".

[[File:workplace_tenantidnumber.png|thumb|center|300px|Locating tenant ID number]]

==Job assignments==

If the current user has the capability to assign jobs (in addition to the capability to use the upload user tool), they can create jobs for users or modify existing ones. Fields jobstartdate1 and jobenddate1 are optional. When a user already has a job in this department and position, the dates will be modified but the new job will not be created. Departments and positions are matched by their "ID number" just like tenants.

<code>
username,firstname,lastname,email,jobdepartment1,jobposition1,jobstartdate1,jobenddate1
jonest,Tom,Jones,jonest@example.com,exampledep,examplepos,,
reznor,Trent,Reznor,reznor@example.com,exampledep2,examplepos2,2019-05-07,
jon,Jon,Whatever,jon@example.com,exampledep2,examplepos2,2019-05-07,2032-01-09
</code>

==Programs and certifications allocations==

If the current user has the capability to allocate to programs and/or certifications (in addition to the capability to use the upload user tool), they can do so in the upload users tool. Only users, programs and certifications from the same tenant can be used. If the user already has a direct allocation to a program/certification, the dates will be updated. Programs and certifications are matched by their "ID number".

Programs:

<code>
username,program1,programstartdate1,programenddate1,programduedate1
user14,prog1,2019-05-12,,
user15,prog1,2019-05-12,2032-01-09,2032-01-09
user12,prog1,2019-05-12,2032-01-09,
user13,prog1,2019-05-12,,2032-01-09
</code>

Certifications:

<code>
username,certification1,certificationstartdate1,certificationenddate1,certificationduedate1,certificationexpirydate1
user14,cert1,2019-05-12,,,
user15,cert1,2019-05-12,2032-01-09,2032-01-09,
user12,cert1,2019-05-12,2032-01-09,,
user13,cert1,2019-05-12,2032-01-09,2032-01-09,2032-01-09
</code>

==Course completion==

If the current user has the 'tool/datastore:uploadcoursecompletion' capability, they can upload course completion data to be stored in the Data store for users who belong to the same tenant as themselves. This data can be reported on by using Report builder to [[Report_builder#Creating_a_custom_report|create a new report]] using the "Course completion from datastore" report source. The following is an example CSV file:

<code>
username,coursecompleted1,coursecompleteddate1
student,English 101,2019-01-01
</code>

Courses are matched on the 'coursecompleted' field of the CSV, which should refer to the shortname of the course in Moodle. It's possible to set the completion date by using the 'coursecompleteddate' field (if this field is omitted, then the current date will be used).

Organisation structure

2019-11-26T09:45:34Z

Pholden: Small change re. who can access reports.

{{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 "global manager" or "department manager" 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.

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:

== 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.

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).

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).

Moodle Workplace Release notes

2019-11-25T17:10:32Z

Pholden: Small grammar update.

{{Workplace}}

This page contains release notes for Moodle Workplace 3.8 release.

==Major features==

* [[Programs#Program_reset|Program reset]] - allows to reset a program and all courses it in for an individual user
* [[Certifications#Recertification|Recertification]] - allows to configure the workflow for regular recertification
* [[Report builder#Configuring_audience|Audience]] in report builder allows to give granular access to individual reports
* [[Appointments]] - new module that allows to book face-to-face appointments between trainers and students in a course
* [[Certificates]] no longer belong to the tenants but instead can be created in course categories
* [[Programs#Shared_courses|Sharing courses]] between tenants and using them in the programs

==Important upgrade notes==

===Report builder changes===

Organisation managers can no longer access the reports on their team by default. Instead, tenant administrators need to create new reports with the condition "Relation to report viewer" and set the "Audience" to include an organisation manager's job.

===Certificates===

The Certificates plugin has been reworked to allow users to create certificates in course categories instead of binding them to tenants. This plugin will be made available in the future outside of Moodle Workplace.

The upgrade script will automatically unallocate the existing certificates from the tenants and allocate them to the respective course categories of the tenants. However '''if there was a tenant without a course category and with certificates''', the administrator needs '''to fix it manually''' - create a category for the tenant and move the certificate(s) to this category.

Capability 'tool/certificate:verifyforalltenants' is removed and instead we have [[Capabilities/tool/certificate:verify|'tool/certificate:verify']] that will allow users to verify certificates for any tenant (by code).

Capability 'tool/certificate:issueforalltenants' is removed. Users with the capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can issue certificates to users from their tenant. If such user also has capabilities allowing him to view users from other tenants, they will be able to issue certificate to all users.

Capability 'tool/certificate:manageforalltenants' is removed. Instead, capability [[Capabilities/tool/certificate:manage|'tool/certificate:manage']] can be assigned in different contexts and will work on templates that are defined in the relevant contexts.

Capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can now be assigned in different contexts (system or course category). Users who have it can issue certificates that are defined in the same context (or lower).

Capability 'tool/certificate:imageforalltenants' is renamed to [[Capabilities/tool/certificate:image|'tool/certificate:image']] - allows users to manage shared images.

Capability [[Capabilities/tool/certificate:viewallcertificates|'tool/certificate:viewallcertificates']] can also be assigned in different contexts now. Similar to 'issue' capability, users will only see other users from the same tenant (unless they have additional capabilities that allow them to view users in other tenants)

The element type "Program" is now called '''"Dynamic rule data"'''

==Setting limits for tenant-related data==

It is possible for site administrators to limit the amount of data related to a tenant for certain features:

* The number of [[Multi-tenancy|tenants]] can be restricted by setting '$CFG->tool_tenant_tenantlimit = <VALUE>;' in your [[Configuration_file|site configuration]]
* The number of [[Report_builder#Creating_a_custom_report|custom reports]] can be restricted per site/tenant by setting '$CFG->tool_reportbuilder_sitelimit' and '$CFG->tool_reportbuilder_tenantlimit' respectively
* The number of [[Dynamic_rules#Creating_dynamic_rules|dynamic rules]] can be restricted per site/tenant by setting '$CFG->tool_dynamicrule_sitelimit' and '$CFG->tool_dynamicrule_tenantlimit' respectively

Programs

2019-11-25T17:04:23Z

Pholden: Grammar #2.

{{Workplace}}

== Overview ==
Programs are entities that contain a list of courses that are required to be completed by users. These courses can be grouped into a hierarchical structure and can be arranged in a specific order within the program. To access the Programs tool, select Programs from the Workplace launcher.

{{MediaPlayer | url = https://youtu.be/s_CMgdbnxP8 | desc = Moodle Workplace | Training | Programs}}

== Programs list ==
This list shows all existing programs according to their "Active" or "Archived" status. Active programs are the ones we can modify and are available to users. Archived programs cannot be edited and are not available to users. Only archived programs can be deleted from the system but doing so we will lose related data in reports.

On this page we can also duplicate a program, which includes all configuration and content but excludes user allocations.

== Creating a new program ==
To create a new program press the "Add new program" button and choose a name and description for your program. In case you have previously created program custom fields they will appear at the end of this form. Once this step is complete, we can configure the program content and allocate users.

== Adding courses ==
Courses can be added to your program from the program "Content" tab. We can either add individual courses, or group them together in "sets".

* To add a course click the add button and select "Course". You can select as many courses as you want.
* To add "sets" of courses click the add button and select "Set". Give your set a name and select which courses you want to add to it. See the section on [[#Completion|completion]] below to define how the set should be completed by a user

You can use drag-and-drop o re-order elements within the program in order to set a specific order.

=== Completion ===
Each program, and course sets within it, can define how they should be considered as being completed by the user:

* All in order - the user must complete all courses in the order specified
* All in any order - the user must complete all courses in no particular order
* At least X - the user must complete at least X number of the courses

== Schedule ==
Under the program "Schedule" tab, we can define the availability and allocation times for the program. The "Allocation window" defines when a user can be allocated to a program. The "Availability" section defines a start and end date during which time a user can access the program. The due date is the time by which the user should have completed the program. Each of the times can be set relative to another, for example a users start date could be considered to be immediately after their allocation date with a due date one month later.

== User allocation ==
Users can be manually allocated to a program from the "Users" tab. This page also lists all allocated users from other sources (such as via a Certification). For those users allocated to a program via a [[Certifications|certification]], the status of the certification is also shown.

On this page we can also modify allocation dates (start date, due date and end date) individually for each user, suspend a user allocation and reset a user's program (caution: this will reset all program set/course completion for the user).

== Dynamic rules ==
The [[Dynamic rules]] tab gives quick access to some rules which affect this program and are created by default. This will allow the site administrator to do things like sending a notification to the user when they're allocated to the program, issuing a certificate or a badge, granting a competency upon program completion, or sending a reminder when the program is overdue. Set actions for these predefined rules and click the toggle button to activate them.

== User Dashboard ==

When a user logs into Moodle Workplace and visits their [[Moodle_Workplace#Dashboard|Dashboard]] they will see all the active programs they have been allocated to, showing their completion status and allowing easy access to the courses contained within the program. User will have to complete courses in each set according to the completion criteria previously defined in the program content page.

[[File:workplace_dashboard.png|thumb|600px|center|Workplace dashboard]]

== Program reset ==

A manager is able to reset the program for an individual user from the program users list. This includes resetting all the courses that are in the program. A program is also reset when a user starts recertification.

== Shared courses ==

'''Sharing courses between tenants'''

In the default Workplace installation users do not have the capability [[Capabilities/moodle/category:viewcourselist|moodle/category:viewcourselist]] outside of their tenant's category. This means that the Tenant administrator or Programs Manager will not see courses outside of their own tenant's course category when they add courses to the programs.

However the site can be configured so that there is a "Shared" course category that overrides permissions and allows users to browse courses there, or a special user could be created who creates programs for different tenants and has access to all courses. In any case, it is possible to add the same course to different programs that belong to different tenants.

A manager who manages the program will see the "attention" icon next to the courses that do not belong to the current tenant's course category. It is highly recommended to '''have all shared courses in "Separate groups" mode''' and force the group mode for all activities.

The Programs enrolment method '''will always allocate users from different tenants into different groups'''. Groups will be created automatically based on the name of the tenant. They can be manually renamed later without affecting the allocation of future students.

'''Sharing courses between programs'''

Even within the same tenant, multiple programs may use the same course. By default users enrolled into the same course via different programs will '''not''' be in different groups, however it is possible to specify in Program settings that a group has to be created in each program course for the users allocated to the program.

The same can be done for certifications. Each certification can have their own groups in the courses. For example, a new certification may be created for each cohort of students taking the same program and by separating them into groups the manager can ensure that they don't see forum posts or other activity from other cohorts.

Programs

2019-11-25T17:02:27Z

Pholden: Small grammar changes.

{{Workplace}}

== Overview ==
Programs are entities that contain a list of courses that are required to be completed by users. These courses can be grouped into a hierarchical structure and can be arranged in a specific order within the program. To access the Programs tool, select Programs from the Workplace launcher.

{{MediaPlayer | url = https://youtu.be/s_CMgdbnxP8 | desc = Moodle Workplace | Training | Programs}}

== Programs list ==
This list shows all existing programs according to their "Active" or "Archived" status. Active programs are the ones we can modify and are available to users. Archived programs cannot be edited and are not available to users. Only archived programs can be deleted from the system but doing so we will lose related data in reports.

On this page we can also duplicate a program, which includes all configuration and content but excludes user allocations.

== Creating a new program ==
To create a new program press the "Add new program" button and choose a name and description for your program. In case you have previously created program custom fields they will appear at the end of this form. Once this step is complete, we can configure the program content and allocate users.

== Adding courses ==
Courses can be added to your program from the program "Content" tab. We can either add individual courses, or group them together in "sets".

* To add a course click the add button and select "Course". You can select as many courses as you want.
* To add "sets" of courses click the add button and select "Set". Give your set a name and select which courses you want to add to it. See the section on [[#Completion|completion]] below to define how the set should be completed by a user

You can use drag-and-drop o re-order elements within the program in order to set a specific order.

=== Completion ===
Each program, and course sets within it, can define how they should be considered as being completed by the user:

* All in order - the user must complete all courses in the order specified
* All in any order - the user must complete all courses in no particular order
* At least X - the user must complete at least X number of the courses

== Schedule ==
Under the program "Schedule" tab, we can define the availability and allocation times for the program. The "Allocation window" defines when a user can be allocated to a program. The "Availability" section defines a start and end date during which time a user can access the program. The due date is the time by which the user should have completed the program. Each of the times can be set relative to another, for example a users start date could be considered to be immediately after their allocation date with a due date one month later.

== User allocation ==
Users can be manually allocated to a program from the "Users" tab. This page also lists all allocated users from other sources (such as via a Certification). For those users allocated to a program via a [[Certifications|certification]], the status of the certification is also shown.

On this page we can also modify allocation dates (start date, due date and end date) individually for each user, suspend a user allocation and reset a user's program (caution: this will reset all program set/course completion for the user).

== Dynamic rules ==
The [[Dynamic rules]] tab gives quick access to some rules which affect this program and are created by default. This will allow the site administrator to do things like sending a notification to the user when they're allocated to the program, issuing a certificate or a badge, granting a competency upon program completion, or sending a reminder when the program is overdue. Set actions for these predefined rules and click the toggle button to activate them.

== User Dashboard ==

When a user logs into Moodle Workplace and visits their [[Moodle_Workplace#Dashboard|Dashboard]] they will see all the active programs they have been allocated to, showing their completion status and allowing easy access to the courses contained within the program. User will have to complete courses in each set according to the completion criteria previously defined in the program content page.

[[File:workplace_dashboard.png|thumb|600px|center|Workplace dashboard]]

== Program reset ==

Manager is able to reset the program for an individual user from the program users list. This includes resetting all the courses that are in the program. Program is also reset when user starts recertification.

== Shared courses ==

'''Sharing courses between tenants'''

In the default Workplace installation users do not have the capability [[Capabilities/moodle/category:viewcourselist|moodle/category:viewcourselist]] outside of their tenant's category. This means that the Tenant administrator or Programs Manager will not see courses outside of their own tenant's course category when they add courses to the programs.

However the site can be configured so that there is a "Shared" course category that overrides permissions and allows users to browse courses there, or a special user could be created who creates programs for different tenants and has access to all courses. In any case, it is possible to add the same course to different programs that belong to different tenants.

A manager who manages the program will see the "attention" icon next to the courses that do not belong to the current tenant's course category. It is highly recommended to '''have all shared courses in "Separate groups" mode''' and force the group mode for all activities.

The Programs enrolment method '''will always allocate users from different tenants into different groups'''. Groups will be created automatically based on the name of the tenant. They can be manually renamed later without affecting the allocation of future students.

'''Sharing courses between programs'''

Even within the same tenant, multiple programs may use the same course. By default users enrolled into the same course via different programs will '''not''' be in different groups, however it is possible to specify in Program settings that a group has to be created in each program course for the users allocated to the program.

The same can be done for certifications. Each certification can have their own groups in the courses. For example, a new certification may be created for each cohort of students taking the same program and by separating them into groups the manager can ensure that they don't see forum posts or other activity from other cohorts.

Dynamic rules

2019-11-25T16:49:27Z

Pholden: Configuration for restricting number of created rules.

Report builder

2019-11-25T16:46:07Z

Pholden: Note on limiting number of custom reports.

Multi-tenancy

2019-11-25T16:41:38Z

Pholden: Section on limiting the number of tenants.

Moodle Workplace Release notes

2019-11-25T16:32:16Z

Pholden: Remove <code> formatting.

{{Workplace}}

This page contains release notes for Moodle Workplace 3.8 release.

==Major features==

* [[Programs#Program_reset|Program reset]] - allows to reset a program and all courses it in for an individual user
* [[Certifications#Recertification|Recertification]] - allows to configure the workflow for regular recertification
* [[Report builder#Configuring_audience|Audience]] in report builder allows to give granular access to individual reports
* [[Appointments]] - new module that allows to book face-to-face appointments between trainers and students in a course
* [[Certificates]] no longer belong to the tenants but instead can be created in course categories
* [[Programs#Shared_courses|Sharing courses]] between tenants and using them in the programs

==Important upgrade notes==

===Report builder changes===

Organisation managers can no longer access the reports on their team by default. Instead, tenant administrator needs to create new report, add a condition "Relation to report viewer" and set the "Audience" to include an organisation manager's job.

===Certificates===

Upgrade script will automatically unallocate the existing certificates from the tenants and allocate them to the respective course categories of the tenants. However '''if there was a tenant without course category and with the certificates''', the administrator needs '''to fix it manually''' - create a category for the tenant and move the certificate to this category.

Capability 'tool/certificate:verifyforalltenants' is removed and instead we have [[Capabilities/tool/certificate:verify|'tool/certificate:verify']] that will allow to verify the certificates for any tenant (by code).

Capability 'tool/certificate:issueforalltenants' is removed. Person who has capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can issue certificates to users from their tenant. If such user also has capabilities allowing him to view users from other tenants, they will be able to issue certificate to all users.

Capability 'tool/certificate:manageforalltenants' is removed. Instead capability [[Capabilities/tool/certificate:manage|'tool/certificate:manage']] can be assigned in different contexts and will work on templates that are defined in the relevant contexts.

Capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can now be assigned in different contexts (system or course category). User who has it can issue certificates that are defined in the same context (or lower).

Capability 'tool/certificate:imageforalltenants' is renamed to [[Capabilities/tool/certificate:image|'tool/certificate:image']] - allows to manage shared images.

Capability [[Capabilities/tool/certificate:viewallcertificates|'tool/certificate:viewallcertificates']] can also be assigned in different contexts now. Similar to 'issue' capability user will only see users from the same tenant (unless he has other capabilities that allow him to view users in other tenants)

The element type "Program" is now called '''"Dynamic rule data"'''

==Setting limits for tenant-related data==

It is possible for site administrators to limit the amount of data related to a tenant for certain features:

* The number of [[Multi-tenancy|tenants]] can be restricted by setting '$CFG->tool_tenant_tenantlimit = <VALUE>;' in your [[Configuration_file|site configuration]]
* The number of [[Report_builder#Creating_a_custom_report|custom reports]] can be restricted per site/tenant by setting '$CFG->tool_reportbuilder_sitelimit' and '$CFG->tool_reportbuilder_tenantlimit' respectively
* The number of [[Dynamic_rules#Creating_dynamic_rules|dynamic rules]] can be restricted per site/tenant by setting '$CFG->tool_dynamicrule_sitelimit' and '$CFG->tool_dynamicrule_tenantlimit' respectively

Moodle Workplace Release notes

2019-11-25T16:21:03Z

Pholden: Mention admin configuration for limits on some features.

{{Workplace}}

This page contains release notes for Moodle Workplace 3.8 release.

==Major features==

* [[Programs#Program_reset|Program reset]] - allows to reset a program and all courses it in for an individual user
* [[Certifications#Recertification|Recertification]] - allows to configure the workflow for regular recertification
* [[Report builder#Configuring_audience|Audience]] in report builder allows to give granular access to individual reports
* [[Appointments]] - new module that allows to book face-to-face appointments between trainers and students in a course
* [[Certificates]] no longer belong to the tenants but instead can be created in course categories
* [[Programs#Shared_courses|Sharing courses]] between tenants and using them in the programs

==Important upgrade notes==

===Report builder changes===

Organisation managers can no longer access the reports on their team by default. Instead, tenant administrator needs to create new report, add a condition "Relation to report viewer" and set the "Audience" to include an organisation manager's job.

===Certificates===

Upgrade script will automatically unallocate the existing certificates from the tenants and allocate them to the respective course categories of the tenants. However '''if there was a tenant without course category and with the certificates''', the administrator needs '''to fix it manually''' - create a category for the tenant and move the certificate to this category.

Capability 'tool/certificate:verifyforalltenants' is removed and instead we have [[Capabilities/tool/certificate:verify|'tool/certificate:verify']] that will allow to verify the certificates for any tenant (by code).

Capability 'tool/certificate:issueforalltenants' is removed. Person who has capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can issue certificates to users from their tenant. If such user also has capabilities allowing him to view users from other tenants, they will be able to issue certificate to all users.

Capability 'tool/certificate:manageforalltenants' is removed. Instead capability [[Capabilities/tool/certificate:manage|'tool/certificate:manage']] can be assigned in different contexts and will work on templates that are defined in the relevant contexts.

Capability [[Capabilities/tool/certificate:issue|'tool/certificate:issue']] can now be assigned in different contexts (system or course category). User who has it can issue certificates that are defined in the same context (or lower).

Capability 'tool/certificate:imageforalltenants' is renamed to [[Capabilities/tool/certificate:image|'tool/certificate:image']] - allows to manage shared images.

Capability [[Capabilities/tool/certificate:viewallcertificates|'tool/certificate:viewallcertificates']] can also be assigned in different contexts now. Similar to 'issue' capability user will only see users from the same tenant (unless he has other capabilities that allow him to view users in other tenants)

The element type "Program" is now called '''"Dynamic rule data"'''

==Setting limits for tenant-related data==

It is possible for site administrators to limit the amount of data related to a tenant for certain features:

* The number of [[Multi-tenancy|tenants]] can be restricted by setting <code php>$CFG->tool_tenant_tenantlimit = <VALUE>;</code> in your [[Configuration_file|site configuration]]
* The number of [[Report_builder#Creating_a_custom_report|custom reports]] can be restricted per site/tenant by setting <code php>$CFG->tool_reportbuilder_sitelimit</code> and <code php>$CFG->tool_reportbuilder_tenantlimit</code> respectively
* The number of [[Dynamic_rules#Creating_dynamic_rules|dynamic rules]] can be restricted per site/tenant by setting <code php>$CFG->tool_dynamicrule_sitelimit</code> and <code php>$CFG->tool_dynamicrule_tenantlimit</code> respectively

Moodle Workplace

2019-11-25T14:22:42Z

Pholden: Appointments link in menu.

Appointments

2019-11-25T13:12:43Z

Pholden: Small grammar updates.

{{Workplace}}

== Overview ==
Appointments is an activity module for teachers to keep track of in-person activities.

With the Appointments activity, the teacher is able to schedule sessions for the students to book/sign-up to.

Sessions can have multiple dates and times but within a single Appointment activity the student will only be able to sign-up for one of the sessions.

== Adding Appointments ==
To add a new Appointment activity the teacher must go to the course page, turn editing on and use the "Add an activity or resource" link to open the activity chooser and pick "Appointments".

When adding a new Appointment, you only need to set it's name and click "Save and display" to start creating the appointment sessions.

To add appointment sessions inside the activity, the teacher will use the "Add" menu, where it is possible to add a single appointment (with multiple dates and times) or multiple appointments in the same day.

When adding a new appointment session the teacher must set a capacity for that session. They can also optionally enable the "waitlist" feature, allow or disallow cancellations of booking by students, and set a location and description for the session.

It is possible to add a session without any date and time. In this case the date and time well be displayed as "not set" in the sessions list.

Sessions support custom fields, that may be setup at system level (going to Site administration > Plugins > Activities > Appointments > Appointments custom fields) and that will be available to all sessions. Although the custom fields are setup at system level, each session will have it's own values for those fields. Only fields with values set will be displayed in the details about the session.

When adding multiple appointments, the teacher must define "Timeframes" to set how sessions will be created. In this case, each timeframe has a date option, a start and an end time, and the option to automatically split sessions within the start and end time (for example, create multiple sessions of 15 minutes each) and also to select a "Break time" that is the time between each session. To create sessions in different days, the teacher is able to add more timeframes when adding multiple appointments.

It is not possible to have appointment sessions with multiple times/dates when adding multiple appointments.

For example if we choose to add multiple appointments and have one timeframe with start date set to 25 November 2019, start time at 13:00, end time at 14:00 and automatic split by 15 minutes with a break time of 5 minutes between each, then 3 sessions will be created: the first starts at 13:00 and ends at 13:15; the second starts at 13:20 and ends at 13:35; and the last will start at 13:40 and end at 13:55.

== Signing up to sessions ==
When a student accesses the course they will see the number of available "seats" for each appointment on the course page.

Accessing the Appointment activity will display the list of available sessions and a button to sign-up. After the user has signed up for a session, the course page will now show the data of the next session rather than the number of available seats. If the date was not set the user will just see the "Booked" status.

If the activity was configured to allow cancellations of bookings, the student can access the activity and cancel their booking for the session (optionally giving a reason for the cancellation) and select another session if available.

The teacher is able to add and remove attendees for sessions as well as overbook (add more attendees than the configured capacity).

Report builder

2019-11-25T10:53:50Z

Pholden: Report audience section.

Programs

2019-10-04T15:35:53Z

Pholden: Small grammar/typo updates.

Certifications

2019-10-04T15:17:31Z

Pholden: First draft rewrite.

Programs

2019-10-04T11:31:28Z

Pholden: First draft rewrite.

Tenant user role

2019-10-04T09:32:40Z

Pholden: Small changes to wording.

{{Workplace}}

This role is created automatically upon installation of Moodle Workplace. It is automatically assigned to all tenant users in the context of the tenant's course category.

This role by default only allows the [[Capabilities/moodle/category:viewcourselist|moodle/category:viewcourselist]] capability. As mentioned in the [[Moodle Workplace Installation]] page, this capability is removed from the Authenticated user and Guest roles. This means that tenant users can only browse courses in the tenant's course category, and can not browse courses elsewhere.

In some installations the site administrator may decide to allow more capabilities to this role, for example the [[Capabilities/moodle/course:request|moodle/course:request]] capability.

Organisation structure

2019-10-04T09:05:02Z

Pholden: Small grammar update.

{{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 "global manager" or "department manager" 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'' (if enabled in the position 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.

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:

== 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.

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

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).

Tenant administrator role

2019-09-20T13:18:16Z

Pholden: Note on core changes related to tenant user selection.

{{Workplace}}

The tenant administrator role is created automatically when [[Moodle Workplace]] is installed. This role can not be removed, however the main admin can modify the capabilities. This role is issued automatically to the users who are set as tenant administrators in the [[Multi-tenancy]] feature.

Such users will be able to [[Capabilities/tool/tenant:browseusers|browse users]], [[Capabilities/tool/tenant:manageusers|add and edit users]] and [[Capabilities/tool/tenant:managetheme|manage theme settings]] for their own tenant. They can also create and manage programs, certifications, dynamic rules, custom reports, organisation structure and certificates for their tenants as well as assign the respective roles to the other users.

Some core capabilities are also included in this role, for example 'moodle/role:assign', 'moodle/site:uploadusers', 'moodle/site:viewuseridentity', 'moodle/badges:awardbadge', 'moodle/badges:viewawarded'. Even though these capabilities are defined by core, the core code was modified in Moodle Workplace to limit the users the tenant administrator can view to the list of users in their own tenant. This means the tenant administrator will not be able to assign roles to users outside of their tenant, award or view awarded badges. Examples of places that have been modified:

* User selector used when manually enrolling users in a course
* User selector used when assigning roles
* User selector used when issuing badges

It is important to remember that there are still a lot of core capabilities that, if granted, would allow the user to see or work with all users in the system. If the capability is not included in the default "Tenant administrator" role, it may not be multi-tenant compatible. When modifying the "Tenant administrator" role it is better not to add any more capabilities to it.

Multi-tenancy

2019-09-20T13:12:41Z

Pholden: Add privacy considerations section.

Capabilities/tool/tenant:manage

2019-09-20T12:41:26Z

Pholden: Small string improvement.

{{Workplace}}

* Allows users to create and manage tenants in the Moodle Workplace [[Multi-tenancy]] feature
* This capability may only be applied in the system context

==See also==

* [[Moodle Workplace]]
* [[Multi-tenancy]]

[[Category:Capabilities]]