- Multitenant (Extended Enterprise)
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Contents
1.2 How to Suspend or unsuspended a Company
3.1 Assign users to Departments
3.2 Assign Tenant / Department manager
4.1 Create Courses (Multitenant)
Multi-tenant provides the ability to create Companies providing a space where users and courses can be assigned. These companies are kept independent from each other which means that they can have their own branding, courses, users, and data, absolutely separate from one company to another.
Courses are assigned to tenants to be used within it or can also be set to be shared among other tenants still retaining their own branding and autonomy for users.
Companies can be further split into hierarchical departments and users can be assigned to them accordingly. The Department manager role allows that role to manage users within their department structure and below. This is different from the Company Manager role which allows the user full access to the tenant.
Create a Tenant
From the tenant’s main dashboard and as super admin click on
Every tenant created requires some basic info and can have some additional info.
Mandatory Fields
- Company
- Long Name – ( No more than 50 characters).
- Short Name – ( No more than 25 characters).
- Location (Town/City)
- Country
Optional Fields
- User defaults
- Email display
- Email format
- Email digest type
- Forum auto-subscribe
- Forum tracking
- Text editor
- Timezone
- Preferred language
- Appearance
- Default Combination of colors
- Company domain
- Company Logo
- Login page text color
- Login page welcome message & Logo
- Login page picture
- Custom URL
Click on “Save new company” to finish and go back to the dashboard.
From the Tenant Dashboard click the drop down to select the specific tenant to start working with. Some possible actions are:
- Adding Users to a Tenant
- Adding Courses to a Tenant
- Create Departments
- Tenant Roles
- Multitenant Reports
Tenant Custom Domain
In the given case each tenant needs their own identifying URL, the option Company Domain allows to do exactly that. But it does not work automatically. A series of configurations are required in order to set up this URL.
Step 1. Acquire and configure domain
Ideally, this step needs to be done by the client on their end, becasue it means that each domain purchased is going to be their responsibility. This includes yearly renewals, SSL certificates, etc.
When a domain is purchased it allows for some configurations. One of them is an A Record (A Host). Create a new A record Type and add the IP from the server where the LMS is hosted.
There are two possible scenarios here:
Case 1: Tenants will have a unique domain name, such as tenant-1.com, tenant-2.com… tenant-n.com.
- In this case each tenant name is a new purchased domain in Godaddy
- The value in the HOST field is the symbol @
- In the Point to field add the IP where the LMS is hosted.
Case 2: tenant will be a subdomain of the main domain such as tenant-1.maindomain.com… tenant-n.maindomain.com
- This assumes that the main LMS URL has already been changed to a domain of the users choosing e.g. maindomain.com
- Therefore, every tenant can have a URL from the type of tenant-n.maindomain.com where tenant-n can be changed for any unique word per tenant.
- Create as many A Records Types (A host) fields as tenants will be in the LMS. The HOST value in this case would be tenant-n
- Point to the same server where LMS is hosted.
For secutrity reasons and custom URL tenant also requires a SSL certificate. In this case a Wildcard SSL is also sugeested. Wildcard SSLs cover everything from domain.com to tenant-n.domain.com.
Step 2. Notify Professional Services of the (sub)Domains
This is to enable the domains or subdomains created to receive incoming traffic. In this case Professional services must know exactly every domain that is going to be used e.g. tenant-1.coshendomain.com, tenant-2.coshendomain.com… tenant-n.coshendomain.com or on the other case tenant-1.com, tenant-2.com, tenant-n.com.
Step 3. Customize URL in Tenant
This setp is done within the LMS tenant configuration settings. From the tenant dashboard, select the corresponding tenant and click on Edit Company.
Look for the field Company Domain field which is located under the Appereance category and enter the URL. Whether its for a custom domain or subdomain.
How to Suspend or unsuspended a Company
In order to suspend or unsuspend a company:
Log in as Site Administrator and click on the Multitenant menu navigation option
In the Multitenant Dashboard click on the Manage Companies option.
Select the “show suspended companies?” and click on the “Filter results” button.
If you want to suspend a Company click in the “Suspend Company” action. If you want to unsuspend a company click on the “Unsuspend Company” action.
Edit Tenant
Company Managers can edit their own company (tenant) by clicking the “Edit Company” option available in the Company tab in the MT Dashboard .
They can:
- Change Name, location and other information detail about the company.
- Change the color scheme will change to the color theme chosen upon creation.
IMPORTANT NOTE: After editing the company’s information (name, shortname) , Super Admin or Site Administrator MUST MANUALLY change the category name that was originally created when company was created.
Create Departments
Usign departments is the real strenght for multitenant. It allows for segregation of data: Users, Courses, etc., within the same tenant. Allowing to keep user heirarchy and or location easily manageable.
Under the Company tab look for Manage deparment icon the icon.
Departments are segregartions that can be added to tenants to further down levels of access, for instance, click on “Create department” to start creating the first department. The form asks for:
- Department:
This drop down has the selection of any previous departments or sub departments created. Depending on the selection this field will indicate the exact location of the department being created in this form and in the overall company hierarchy. - Long name of the departmentThe name given to the new department
- Department short name
Internal ID for department
Once each department is ready click on Save changes or Cancel
The Departement Panel opens up with the list of departments created
and more options to create department, edit department, and delete departments.
Adding Users to a Tenant
Users can be added to tenants in two ways:
1. Creating users via the Tenant Dashboard.
Both Super admins and Tenant Administrators can do this and in this due to the whole Tenant Structuring their information can be made private from other tenants, Department managers, etc.
For all-purpose and intents we will focus on the former method of creating users. Via the Tenant Dashboard and as admin or Company admin:
Step 1. Always select the tenant to work on
This is a very basic step and it will be repeated all through the documentation. If we are not creating a new company then we are modifying one, in which case the company must be selected from the Tenant Selection dropdown.
Step 2. Create User
Navigate to the User management tab and click . Just as with any user being created there are required and optional fields:
- Company user
- First name
- Last name
- Email address
- New password
- Company Additional Profile FieldsThe fields under this option are custom fields created by admins that can gather more information about the new users hierarchy or overall user information required.
Within these fields is the capability to directly assign a user to a specific department and a specific role such as Company Manager, Department Training manager or User.
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Available roles to use in Multitenant are:
- Company ManagerThe head of the company being created.
- Department Training Manager
Sub administrator in charge of Departments or sub-departments.Use the Department drop down if the user will be assigned to a specific department within the Tenant. - User
Regular user with capabilities to turn into user when enrolled into course or as instructor if given the role inside courses.
Once finished click one of the three buttons at the bottom (Cancel, Submit and back to dashboard) to save the user or discard the changes.
2. Users created through the People page.
These users are created by the super admin and are created into the LMS without any association to any tenant whatsoever. Their restrictions are based on the LMS, which means access to the whole course catalog without exception.
These users rather than being created, they are assigned to a company through the Company Dashboard under the Company Management tab. Click on Assign User. The table in this page shows the users already belonging to the company (Company Users) on the left side and the available users to be added to the company on the right side (Potential Users). Several can be selected at once and are added or retired from the company once clicked on Add or Remove
When the users have been added to a company and not yet assigned a role or even added to a department.
Assign Users to Departments
Via the Company Management panel, look for and click the Assign department users / Managers icon.
This screen shows the options to choose the specific role to assign to a user and in which department to specifically add them to. Note that a single user can belong to many departments at once and that have many roles but always only one specific type of role per department.
The filters on this page are used to select which department to view and also which role to filter for.
Once the department and role have been slected in the drop down click on Choose deparment to filter both deprtment AND users (by role)
Navigate the departments and roles and us the buttons to Add or Remove to assign users to the departments and give them roles.
Assign Tenant / Deparment manager
As admin you can create the user who will be the manager of the tenant. However, if it’s not yet clear who the manager will be, the site admin can assign the company manager afterwards.
Select the Company (tenant), click on the “Users” tab and then click on the “Create user” option.
In the Pop Up window, select the “Company Manager” in the role to assign field.
Note: You can also assign an existing user as Company Manager of a specific tenant. You will need to assign the user to the company first and then, by clicking the “Assign department users/managers” option under Company tab.
Upload user in bulk
Create the list of users in a excel document and save it as .csv (Comma-separated values) . Basic upload format will required the following fields: username,firstname,lastname,email
Go to Multitenant dashboard > User Management > Upload users
Upload file.
Adding Courses to a Tenant
All actions with courses are done under the Courses tab.
Just as creating the user has two ways, there are also two ways of adding courses to each tenant and their respective departments.
Course is created by the admin from within the company dashboard.
Courses become immediately available inside the company to enroll users or share within it’s internal departments. This option is right on the company dashboard. Click on Create a course and fill the form to add the basic data to create the course:
- Course full name
- Course short name
- Course description
- How do users enroll on the course
There are three options to choose from:- Users can self enroll into the course
- Users need to be enrolled by a manager
- Users require a license to enroll
Click on any of the buttons, Cancel or Create Course, to save or discard the changes.
The course exits already in The LMS.
The courses themselves are considered as a library and can be shared with several companies at once and still keep all their information separate: enrollments, notes, activity outcomes, notes, etc.In this case the Super admin will first go through the Company Dashboard and assign the courses to the company or company and or departments depending on the structure the company uses.
On the Courses tab look for the icon Assign to company to assign the courses. The next page shows all the course available to assign and any course that has been previously within the company. Courses can be assigned globally to the whole company or individually per department, therefore segregating the company courses and information to the users in each department.
Using the Choose Deparment button navigate the departments and assign courses individually as mentioned before. Use the Add or Remove buttons to assign or assign the courses.
Create Courses (Multitenant)
Company Manager can create courses within their company and allocate users (students) to them. Courses won’t be visible to other companies unless Super Admin changes the Course settings in the “Manage Multitenant Course Settings” option under Course Management tab.
Go to Course tab and click on the “Create Course” option
Fill in the Course details information.
If you want users of your company to self-enroll choose that option in the How do users enroll on the course dropdown.
Click the “Create course” button.
Tenant User Enrollment
In the case the courses have not been set to allow users to self enroll then a manual process must be done to enroll the sudents into their respective courses.
Under the Courses Tab look for and click the Bulk user enrollment icon.
Step 1. Browsing the courses.
Use the company dropdown to navigate through the available company departments, click on Choose Deparment and Courses button to refresh the page and see list each department’s courses.
Step 2. Selecting the courses.
Using the Select course to enroll into box click and highlight the courses you want to enroll into. Hold the CRTL key from the keyboard and click each course to select several at the same time.
Step 3. Selecting the users.
Just as with the courses several users can be selected at once by holding down the CTRL key in the keyboard and clicking on the users to enroll.
To recap.
The courses highlighted in the Select course to enroll into box represent the specific courses where the users will be enrolled. The users highlighted in the Students represent the specific users that will be enrolled in the courses.
Click on Enrroll to trigger the action that enrolles the selected users in the selected courses.