Over time inactive records, whether people, courses, classes, catalogs, learning tracks and other types of records can become distracting and a source of complaints and annoyance in the user experience as back-end administrators.
To prevent user frustration and in most implementations, by default inactive records do not show in the listing of records. So what do you do when you need to view inactive records?
Well one method is to disable the hiding of inactive records. There is a feature toggle to show or not show inactive records in the listing. This is usually addressed during implementation, but can be toggled on or off at any time. The implication though is now you will have to weed through all inactive records as well as active records. Please log a support ticket if you want to always show inactive records.
An alternate way to show inactive users is to build a filter on "Learner Record Status" or "Status" based on the area of the system to include inactive records. It is the same Filter feature feature that is used for reports. You may may have the Filter feature disabled, and it can easily be toggled on. Please log a support ticket if that feature is disabled and you want to use the filter feature. The filter feature allows us to define on which columns in the listing you want to filter. For example, you may want to filter on Department, Job Title and Location for the learner listing. If you do not use Job Titles, we can turn that off so it does not clutter the user experience. Any field you see on the property screen can be filterable. When logging that support ticket or to make changes to the columns against which you can filter, please include the columns you want to include or exclude.
Most installations will include a feature to "Search" by keyword in the listing. In fact any screen in the system that list records can have this Search feature available. If you do not see the Search feature, and want to enable that feature, please log a support ticket and we can enable that feature. Like the Filter feature, the Search feature allows us to define what columns in the listing to include in a keyword search. For example, if the Search field is for the learner listing, we might enable search on Last Name, Department, Job Title and Manager Name. Please note that the more fields we do a keyword search on, the more work the system has to do. When logging your support ticket or to make changes to the Search feature, please include the columns you want to include or exclude.
The Search feature also can include inactive records or both inactive and active records by adding the keyword ;inactive or ;either. The ";" is part of the keyword. These keywords must be added immediately after the search term, with no white space between search term and keyword.
Bad is: Accounting ;either
Good is: Accounting;either
Please note that this feature is available for both legacy LearnerWeb and AbilityLMS features. Those who have completed the Certified LMS Administrator program can self-configure both Filter and Search features through the EDIT feature. As this is a feature MaxIT resources configure constantly for clients, we recommend a MaxIT resource be engaged to complete this configuration.