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b/docs/open-edx/admins/manage-enrollments.md index d0205cd..91c88fd 100644 --- a/docs/open-edx/admins/manage-enrollments.md +++ b/docs/open-edx/admins/manage-enrollments.md @@ -1,6 +1,128 @@ +# How to Manage Enrollments on the Open edX® platform + +This guide is for platform administrators and course teams. It explains how to enroll and unenroll learners, organize them in cohorts and download enrollment reports. + +**You will need:** + +- The **Staff** or **Admin** role in the course, or Staff status on the platform +- For downloading reports: the **Course Data Researcher** role, or Staff or Admin + +> **Note:** The steps describe the new Instructor Dashboard in the Verawood release of the Open edX® platform. In older releases, the **Enrollments** and **Course Team** pages are combined in one page called **Membership**, and **Data Downloads** is called **Data Download**. + +--- + +## Part 1: Enroll Learners in a Course + +1. **Open the Instructor Dashboard:** + Open the course in the LMS (for example, select **View live** in Studio), then select the **Instructor** tab. + +2. **Go to Enrollments:** + Select **Enrollments**. The **Enrollment Management** page lists everyone enrolled in the course. + +3. **Start the enrollment:** + Select **+ Enroll Learners** in the top-right corner. + + ![Enrollment Management page with the Add Beta Testers and Enroll Learners buttons](images/manage-enrollments/enroll-01-enroll-learners-button.png) + +4. **Enter the learners:** + Enter the email addresses or usernames, separated by commas or new lines. You can copy and paste a column of email addresses from a spreadsheet. + +5. **Choose the options:** + - Leave **Auto Enroll** selected. Learners who don't have an account yet are enrolled automatically as soon as they register with that email address. + - Leave **Notify Users by Email** selected to send learners an email. + +6. **Save:** + Select **Save**. A message shows who was enrolled, who will be enrolled once they register and which entries weren't found. + +> Learners are enrolled even if the course's enrollment start date hasn't passed yet. They are enrolled in the **Audit** track by default. + +> **Tip:** This method works best for small and medium-sized groups. For very large groups, contact Abstract-Technology. + +--- + +## Part 2: Find, Check and Unenroll Learners + +1. **Find a learner:** + On the **Enrollments** page, use **Search enrollments** or the **All Enrollees** filter to find a learner. The table shows each learner's username, name, email, enrollment track and beta tester status. + + ![Enrollment Management table with search, filter and Unenroll actions](images/manage-enrollments/enroll-02-enrollment-management-table.png) + +2. **Check a learner's status:** + Open the **⋮** menu next to **+ Add Beta Testers** and select **Check Enrollment Status**. Enter the email address or username. + +3. **Unenroll one learner:** + Select **Unenroll** in the learner's row and confirm. + +4. **Unenroll several learners at once:** + Open the **⋮** menu, select **Unenroll Learners**, enter the email addresses or usernames and confirm. + +> **Good to know:** +> - Unenrolling doesn't delete a learner's data. If they enroll again, their progress is restored. +> - To stop learners from enrolling again, also set the **Enrollment End Date** in Studio (**Settings** > **Schedule & Details**) to a date in the past. + --- -title: Manage enrollments -sidebar_position: 2 + +## Part 3: Organize Learners in Cohorts + +Cohorts divide learners into groups, for example by region, organization or learning track. You can use them to run group-specific discussions or to show different content to different groups. + +1. **Enable cohorts:** + In the Instructor Dashboard, select **Cohorts**, then select **Enable Cohorts**. + + ![Cohorts page in the Instructor Dashboard with the Enable Cohorts option (older dashboard design)](images/manage-enrollments/enroll-03-enable-cohorts.png) + +2. **Add a cohort:** + Select **Add Cohort** and enter a **Cohort Name**. Learners can see the name of their cohort. + +3. **Choose how learners are assigned:** + Under **Cohort Assignment Method**, choose one: + - **Automatic:** learners are assigned to cohorts automatically. + - **Manual:** learners are added only when you enter them yourself. + +4. **Link a content group (optional):** + Under **Associated Content Group**, choose a content group to show this cohort specific course content. Content groups are created in Studio under **Settings** > **Group Configurations**. + +5. **Save:** + Select **Save**. + +6. **Add learners to a cohort manually:** + Choose the cohort in **Select a cohort** and open the **Manage Learners** tab. Under **Add Learners to this cohort**, enter email addresses or usernames, separated by commas or new lines, then select **Add Learners**. + +7. **Assign many learners with a CSV file:** + Use **Assign learners to cohorts by uploading a CSV file**. The file needs a header row with an **email** or **username** column, or both, and a **cohort** column. Save it with UTF-8 encoding; the maximum size is 2 MB. + +> **Note:** A learner can be in only one cohort. Adding a learner to a cohort replaces their previous assignment. Set up your cohorts before the course starts so learners don't change groups while the course is running. + +--- + +## Part 4: Download Enrollment Reports + +1. **Open Data Downloads:** + In the Instructor Dashboard, select **Data Downloads**. + +2. **Choose an enrollment report:** + Under **Generate Reports**, open the **Enrollment Reports** tab and select the report you need: + - **Enrolled Students Report:** all enrolled learners, with email address and username. + - **Pending Enrollments Report:** learners who can enroll but haven't done so yet. + - **Pending Activations Report:** enrolled learners who haven't activated their account yet. + - **Anonymized Student IDs Report:** enrolled learners with anonymized IDs. + + ![Data Downloads page with the Enrollment Reports tab](images/manage-enrollments/enroll-04-enrollment-reports.png) + +3. **Wait for the report:** + Generating a report can take a few minutes for large courses. You can leave the page and come back later. + +4. **Download the file:** + The finished report appears under **Available Reports**. Select it to download the CSV file. + +> **Data protection:** These reports contain personal data. Download links expire after 5 minutes, and report files are deleted 90 days after they're generated. Store downloaded files according to your organization's data protection rules. + +> **Tip:** For a quick count of enrollments, open **Course Info** in the Instructor Dashboard. It shows the number of enrollments in total, for staff and for learners, and per enrollment track. + +--- + +*Need help? If a learner doesn't appear after enrollment, check the **Pending Enrollments Report**. They may not have registered yet, or they may have registered with a different email address.* + --- -Placeholder: enrolling learners, cohorts and enrollment reports. +*Screenshots: [Open edX documentation](https://docs.openedx.org/en/latest/educators/index.html), licensed under [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/).* diff --git a/docs/open-edx/admins/manage-users.md b/docs/open-edx/admins/manage-users.md index 678d7f5..34b503a 100644 --- a/docs/open-edx/admins/manage-users.md +++ b/docs/open-edx/admins/manage-users.md @@ -1,6 +1,143 @@ +# How to Manage Users on the Open edX® platform + +This guide is for platform administrators. It explains how to create user accounts, give users the right roles, deactivate accounts and bring in many users at once. + +**You will need:** + +- An account with **Staff** or **Superuser** status on the platform, to use the Django administration panel +- The **Admin** role in a course, to manage that course's team + +> **Note:** The steps describe the Verawood release of the Open edX® platform. In older releases some menu names in the Instructor Dashboard are different. These differences are noted where they matter. + +--- + +## Part 1: Create a User Account + +Learners usually create their own accounts with **Sign Up** on the platform's home page. As an administrator, you can also create an account yourself in the Django administration panel. + +1. **Open the Django administration panel:** + Go to `https:///admin/` and sign in with your administrator account. + +2. **Open the user list:** + Under **Authentication and Authorization**, select **Users**. + +3. **Add a new user:** + Select **Add user** in the top-right corner. Enter a **Username** and the **Password** twice, then select **Save and continue editing**. + + > The username can't be changed after the account is saved, so check it before you save. + +4. **Complete the account details:** + - Enter the **Email address**, and the **First name** and **Last name** if you want. + - In the **User profile** section at the bottom, enter the user's full **Name**. This name appears on certificates. + - Make sure **Active** is selected. An active account can sign in without first confirming its email address. + +5. **Save:** + Select **Save**. The user can now sign in with the username or email address and the password you set. + +> **Tip:** Leave **Staff status** and **Superuser status** cleared for normal users. These options give access to the whole platform and its administration panel. + --- -title: Manage users -sidebar_position: 1 + +## Part 2: Give Users a Role + +Each kind of access is set in a different place, depending on what the user should be allowed to do. + +### Allow a user to create courses in Studio + +When course creation is restricted on your platform, authors request access from the Studio home page, and an administrator grants it. + +1. Go to the **Studio** Django administration panel at `https:///admin/course_creators/coursecreator/`. This page exists only in the Studio (CMS) administration panel. You won't find it in the LMS administration panel. +2. Select the user. +3. Set **State** to **granted**. You can also limit access to specific organizations. +4. Select **Save**. + +### Add a member to a course team in Studio + +1. In Studio, open the course and select **Settings** > **Course Team**. +2. Select **New team member**. +3. Enter the user's email address and select **Add user**. +4. To let this person manage the team too, select **Add admin access** next to their name. + + ![Course Team page in Studio with team members and their roles](images/manage-users/users-04-studio-course-team.png) + +> The user must already have an activated account. + +### Assign a role from the Instructor Dashboard + +The Instructor Dashboard offers more roles, such as **Limited Staff**, **Beta Testers**, **Course Data Researchers** and the discussion moderation roles. + +1. Open the course in the LMS and select the **Instructor** tab. +2. Select **Course Team**. In older releases, this is **Membership** > **Course Team Management**. +3. Select **Add Team Member**. +4. Enter one or more usernames or email addresses, choose a **Role** and select **Save**. + +To change or remove a role, select **Edit** in the user's row in the team list. + +### Use the Roles and Permissions console (if enabled) + +On platforms where the **Roles and Permissions** console is enabled, you can manage team roles for all your courses and libraries in one place. + +1. On the Studio home page, select **Roles and permissions** in the top-right corner. The console opens in a new tab. + + ![Roles and permissions button on the Studio home page](images/manage-users/users-01-roles-and-permissions-button.png) + +2. On the **Team Members** tab, you can see each user's role assignments. Use the search bar and the **Organization**, **Role** and **Scope** filters to find a user. + + ![Team Members tab with the search bar, filters and role assignments](images/manage-users/users-02-team-members-tab.png) + +3. To give someone a role, select **Assign Role**. In **Who and role**, enter one or more usernames or email addresses and choose the role. + + ![Assign Role wizard, step 1: users and role selection](images/manage-users/users-03-assign-role.png) + +4. Select **Next**. In **Where it applies**, choose the courses or libraries, then select **Save**. + +> This console is not enabled by default. Ask Abstract-Technology if you want to use it on your platform. + +--- + +## Part 3: Deactivate a User Account + +Deactivate an account to stop someone from signing in while keeping their data and course history. + +1. In the LMS Django administration panel, go to **Users** and search for the username or email address. +2. Open the user's record. +3. Clear the **Active** checkbox. +4. Select **Save**. + +The user can no longer sign in. To give access back, select **Active** again and save. + +> **Before you deactivate a course team member:** remove their course team roles as well (see Part 2), so the access list stays accurate. + +> **Deleting an account:** to remove a user's personal data permanently, for example after a GDPR request, the account must be *retired*, which is different from deactivating it. Retirement is a platform-level process. Contact Abstract-Technology to have an account retired. + +--- + +## Part 4: Bring In Many Users at Once + +The Open edX® platform has no general bulk import of user accounts in the administration panel. You can use one of these options instead. + +### Option A: Enroll by email, and learners register themselves + +Enter a list of email addresses in the course's **Enrollments** page with **Auto Enroll** selected (see the *Manage Enrollments* guide). Learners who don't have an account yet are enrolled automatically once they register with that email address. + +### Option B: Upload a CSV file that creates accounts (if enabled) + +Some platforms have a **Register/Enroll Students** section in the Instructor Dashboard, under **Membership**. It creates accounts and enrolls them in the course from a CSV file. + +1. Prepare a CSV file with these columns, in this order: **email, username, name, country**. Add one user per row, without a header row or blank lines. You can add two optional columns, **cohort** and **course mode**. +2. In the Instructor Dashboard, select **Membership** and find **Register/Enroll Students**. +3. Select **Browse**, choose the file and select **Upload CSV**. To email the new users, select **Notify users by email** first. + +> This section only appears when the platform setting `ALLOW_AUTOMATED_SIGNUPS` is enabled. It is part of the legacy Instructor Dashboard and isn't available in the new Verawood Instructor Dashboard. + +### Option C: Ask Abstract-Technology + +For large imports, or to connect your organization's login (single sign-on), contact Abstract-Technology. We can import accounts at platform level or set up single sign-on, so users sign in with their existing organization account. + +--- + +*Need help? If a user can't sign in or doesn't appear in a search, check that the account is **Active** and that you are searching by the correct username or email address. For anything else, contact the Abstract-Technology support team.* + --- -Placeholder: creating, deactivating and bulk-importing users. +*Screenshots: [Open edX documentation](https://docs.openedx.org/en/latest/educators/index.html), licensed under [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/).* diff --git a/docs/open-edx/admins/platform-settings.md b/docs/open-edx/admins/platform-settings.md index c9d9675..658f074 100644 --- a/docs/open-edx/admins/platform-settings.md +++ b/docs/open-edx/admins/platform-settings.md @@ -1,6 +1,120 @@ +# How to Manage Platform Settings on the Open edX® platform + +This guide is for platform administrators. It explains which settings you can change yourself for branding, languages and integrations, and which ones Abstract-Technology sets up for you. + +**You will need:** + +- An account with **Staff** or **Superuser** status, to use the Django administration panel at `https:///admin/` +- For course-level settings: the **Admin** role in the course in Studio + +> **Important:** Settings in the Django administration panel apply to the whole platform. A wrong value can affect every user. Write down the current value before you change anything, and contact Abstract-Technology if you are unsure. + +--- + +## Part 1: Branding + +### What Abstract-Technology sets up for you + +The look of your platform comes from its **theme**: logo, colors, fonts, favicon, home page and footer. Themes are installed on the server, so you can't change them in the administration panel. To change your logo, colors or footer links, send the new files or details to Abstract-Technology. + +### Change the platform name and contact emails + +You can change the platform name and the email addresses used in messages to learners in the site configuration. + +1. **Open the site configuration:** + In the Django administration panel, go to **Site Configuration** > **Site configurations**. + +2. **Open your site:** + Select your site's existing configuration. If there is none, select **Add site configuration** and choose your site in the **Site** list. + +3. **Edit the values:** + The **Values** field contains the settings in JSON format. Change only the values you need, for example: + + ```json + { + "PLATFORM_NAME": "Your Learning Platform", + "email_from_address": "learning@your-organization.org", + "course_email_from_addr": "courses@your-organization.org" + } + ``` + + Keep the JSON valid: quotes around names and text, commas between entries and no comma after the last entry. + +4. **Enable and save:** + Make sure **Enabled** is selected, then select **Save**. The settings have no effect until **Enabled** is selected. + +> **Tip:** Copy the full content of the **Values** field into a text file before you edit it, so you can restore it if something goes wrong. + +### Course-level branding + +Course images, the course description and the About page are set for each course in Studio, under **Settings** > **Schedule & Details**. + +--- + +## Part 2: Languages + +There are three language settings, each for something different. + +### Choose which languages learners can select + +The language menu only shows the languages that have been released on your platform. + +1. In the Django administration panel, go to **Dark_Lang** > **Dark lang configs**. +2. Select **Add dark lang config**. +3. In **Released languages**, enter the language codes separated by commas, for example `en, de, es, fr`. +4. Select **Enabled** and then **Save**. + +> Each new entry replaces the previous one, so always enter the full list of languages, not only the new one. The platform's interface translations must be available for a language before learners can use it. Ask Abstract-Technology if you aren't sure which languages are installed. + +### Learners choose their own language + +Each learner can choose the platform language in **Account** settings, under **Site Preferences** > **Site language**, from the released languages. + +### Set the language of a course + +In Studio, open the course and select **Settings** > **Schedule & Details**. Choose the **Course language**. This describes the language the course is taught in. It doesn't translate the course content. + --- -title: Platform settings -sidebar_position: 4 + +## Part 3: Integrations + +### Add an external learning tool (LTI) to a course + +With LTI, you can show external tools inside a course unit, for example an H5P activity, a virtual lab or video conferencing. + +1. **Enable the LTI component for the course:** + In Studio, select **Settings** > **Advanced Settings**. In **Advanced Module List**, add `"lti_consumer"`. If the list already has other entries, separate them with commas, for example `["lti_consumer", "drag-and-drop-v2"]`. Select **Save Changes**. + +2. **Add the tool to a unit:** + Open the unit, select **Advanced** under **Add a new component**, choose **LTI Consumer** and select **Select**. + + ![Add advanced component dialog with LTI Consumer selected](images/platform-settings/settings-01-add-lti-consumer.png) + +3. **Configure the tool:** + Select **Edit** on the new component. The settings are on three tabs: **Setup**, **Advantage Settings** and **Review Settings**. Enter the values from the tool provider, such as the LTI version, launch URL and keys. + + ![LTI Consumer editor with the Setup, Advantage Settings and Review Settings tabs](images/platform-settings/settings-02-lti-setup-tabs.png) + +4. **Publish and test:** + Publish the unit, then open it in the LMS and launch the tool as a learner and as staff. + +> **Tip:** Once an LTI component works, you can copy or duplicate it into other units and courses. The copy keeps working. + +### Integrations set up by Abstract-Technology + +These integrations are configured at platform level. Contact Abstract-Technology to add or change them: + +- **Single sign-on (SSO):** sign in with your organization's account, for example Microsoft Entra ID, Google or Keycloak (SAML or OAuth2) +- **Analytics and tracking tools:** for example Google Analytics or Matomo +- **Email and newsletters:** for example the Mailchimp integration +- **Aspects analytics:** dashboards for reports (see the *Reports and Analytics* guide) +- **E-commerce and payments** +- **Platform features** controlled by feature flags, such as milestones, learning goals or the Roles and Permissions console + +--- + +*Need help? If a change in the administration panel doesn't show up, wait a few minutes and reload the page. Some settings are cached. If it still doesn't appear, contact the Abstract-Technology support team.* + --- -Placeholder: branding, languages and integrations. +*Screenshots: [Open edX documentation](https://docs.openedx.org/en/latest/educators/index.html), licensed under [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/).* diff --git a/docs/open-edx/admins/reports-and-analytics.md b/docs/open-edx/admins/reports-and-analytics.md index 277daed..48ca771 100644 --- a/docs/open-edx/admins/reports-and-analytics.md +++ b/docs/open-edx/admins/reports-and-analytics.md @@ -1,6 +1,130 @@ +# How to Use Reports and Analytics on the Open edX® platform + +This guide is for platform administrators and course teams. It describes the dashboards available on the Open edX® platform and how to export their data. + +There are three places to find data: + +| Tool | Where | Best for | +|---|---|---| +| **Instructor Dashboard** | LMS, **Instructor** tab of a course | Course facts, enrollment counts and downloadable CSV reports | +| **Aspects dashboards** | LMS **Reports** tab, and Superset | Interactive charts on enrollment, engagement and performance | +| **In-Context Analytics** | Studio course outline and unit pages | Engagement data next to the content you are editing | + +> **Note:** Aspects and In-Context Analytics are only available if they are installed on your platform. Contact Abstract-Technology if you want them enabled. + +**You will need:** + +- The **Staff** or **Admin** role in the course +- For data downloads: the **Course Data Researcher** role, or Staff or Admin + +--- + +## Part 1: Check Course Information at a Glance + +1. Open the course in the LMS and select the **Instructor** tab. +2. Select **Course Info**. This page shows the course name and ID, its start and end dates, its status, and the number of enrollments in total, for staff and for learners, and per enrollment track. + + ![Course Info page in the Instructor Dashboard with the Course Enrollment numbers](images/reports-and-analytics/reports-01-course-info.png) + +--- + +## Part 2: Generate and Download CSV Reports + +1. **Open Data Downloads:** + In the Instructor Dashboard, select **Data Downloads**. + +2. **Choose a report type:** + Under **Generate Reports**, reports are grouped in tabs: + - **Enrollment Reports:** enrolled learners, pending enrollments, pending activations and anonymized student IDs. + - **Grading Reports:** the **Grade Report** with each learner's course grade, and the **Problem Grade Report** with each learner's grade for every problem. + - **Problem Response Reports:** all learner answers to a problem, a section or the whole course, plus reports and file archives for open response assessments (ORA). + - **Certificate Reports:** the certificates issued in the course. + - **Proctored Exam Reports:** results of proctored exams, if the course uses them. + + ![Generate Reports section with tabs for each report type](images/manage-enrollments/enroll-04-enrollment-reports.png) + +3. **Generate the report:** + Select the **Generate …** button for the report you need. Large courses can take several minutes. You can leave the page and come back later. + +4. **Download the file:** + When the report is ready, it appears under **Available Reports**, with the date and time it was generated in UTC. Select it to download the CSV file. You can open it in Excel or another spreadsheet program. + +> **Data protection:** +> - Reports contain personal data. Store them according to your organization's data protection rules. +> - Download links expire after 5 minutes. Don't copy them to share with others; download the file instead. +> - Report files are deleted 90 days after they're generated, so download any you want to keep. + +> **Tip:** Generate a grade report as soon as certificates have been issued, so you keep a record of the final grades. + --- -title: Reports and analytics -sidebar_position: 3 + +## Part 3: Open the Aspects Dashboards + +Aspects gives you interactive dashboards with near real-time course data. + +1. **Open Reports:** + In the course's Instructor Dashboard, select the **Reports** tab. + +2. **Choose a dashboard:** + - **Course Dashboard:** enrollment, engagement and performance for all learners in the course. + - **At-Risk Learners:** learners who haven't passed yet and haven't visited the course in seven days or more. + - **Individual Learner:** activity of a single learner. + + ![Aspects Course Dashboard with enrollment charts](images/reports-and-analytics/reports-02-aspects-course-dashboard.png) + +3. **Filter the data:** + Use the filters on the dashboard, such as the time range or course, to narrow down the data. Selecting an item in a chart, for example a single video, filters the other charts too. + +### Open Superset to compare courses + +For dashboards across several courses or the whole platform, open Superset, the tool behind the Aspects dashboards. + +1. Select the link to Superset from the **Reports** tab. +2. The first time, select **Allow** to let Superset use your platform account. + + ![Authorize superset-sso window with the Allow button](images/reports-and-analytics/reports-03-authorize-superset.png) + +3. Select **Sign in with OpenedXSSO**. You are signed in with your platform account, without a separate password. + + ![Superset sign-in page with the single sign-on button](images/reports-and-analytics/reports-04-superset-sso-sign-in.png) + +4. In Superset, select **Dashboards** and open the dashboard you need. + +> Platform administrators can see every course in Superset. Course team members see the courses they work on. + +--- + +## Part 4: Export Data from a Dashboard Chart + +1. Hover over the chart or table you want to export and open its **⋮** menu in the top-right corner. +2. Select **Download**, then choose: + - **Export to .CSV** or **Export to Excel** for the data behind the chart. + - **Download as image** for a picture of the chart, for presentations or reports. + + ![Chart menu with Download, Export to .CSV, Export to Excel and Download as image](images/reports-and-analytics/reports-05-download-chart-data.png) + +--- + +## Part 5: See Analytics in Studio (In-Context Analytics) + +In-Context Analytics shows engagement data while you work on the course in Studio. + +1. In Studio, open the **Course outline** and select **Analytics** at the top of the page. + + ![Analytics button on the Studio course outline](images/reports-and-analytics/reports-06-in-context-analytics-button.png) + +2. A sidebar opens with charts for graded subsection, problem and video engagement. + + ![Analytics sidebar with engagement charts next to the course outline](images/reports-and-analytics/reports-07-in-context-analytics-sidebar.png) + +3. To see more detail, select a subsection, problem or video below the charts. On a unit page, select a component to see the data for that component only. + +> **Reading the data:** a low share of correct answers on the first attempt can mean that a problem is too difficult or unclear. Many repeat views of part of a video can mean that part needs to be explained better. + +--- + +*Need help? If the **Reports** tab or the **Analytics** button is missing, Aspects or In-Context Analytics may not be enabled on your platform. Contact Abstract-Technology.* + --- -Placeholder: available dashboards and how to export data. +*Screenshots: [Open edX documentation](https://docs.openedx.org/en/latest/educators/index.html), licensed under [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/).*