This document will give you a step by step instruction guide on how to set-up audience based visibility for your entire site. The only caveat is that you continue to be the gatekeeper of the site for adding existing users for any of the organizations that are on your site. Unfortunately, until Totara completes the next phase of the project (which would see the users attached to the organization they belong to rather than in the users section where all users reside and are viewable), you are still going to want the site administrator to manage the users as this becomes a privacy issue if multiple organizations still have access to all users on your site. Highly recommended:see best practices before implementing
Once enabled, the visibility of each individual course, program or certification can be set to "Visible to all users", "Hidden from all users" or "Visible to members of the selected audiences". If "Visible to members of the selected audiences" is selected then the course, program or certification is only visible to members of any of the assigned audiences. This document also assumes you have a general understanding of the creation of hierarchies.
Sections/Summary of the Steps
Before getting into the details of audience based visibility, please note the following sections/steps.
- Section 1: Setup Considerations
- Section 2: How to set-up organizational structure
- Section 3: How to add users/audiences to courses
This article will also expand upon the following.
Section 1: Setup Considerations
Setting the feature ‘Enable audience-based visibility’ will provide the multi-tenant like functionality.
To set audience based visibility:
Navigate to the audience based visibility field from the Administration block > Site administration > Advanced features
On the page that loads...
- Click and select ‘Enable audience-based visibility’ & ‘Enhanced catalog’ (see image above)
- Click ‘Save changes’
Section 2: How to setup organizational/course structure
Your organizational structure will be highly different than a normal organizational structure setup as the framework will consist of your “Company Name” followed by the categories and subcategories that will consist of your clients’ company name and the sub category being the name of the certificate or program, or multiple ad-hoc courses if they don’t belong to either of the previous mentioned. see below for an example of how you would set-up ABV:
1) Setting up Organizational Framework:
2) Listing Your Clients(Company’s)
Navigate to My learning, from the Administration block > Site administration > Courses > Manage courses and categories
1) Create a name for your e-learning institution or offering:
2) Create categories/sub-categories for your client companies, it may look something like the below example, it will both house your program, certification and ad-hoc courses under the main heading possibly, or you may choose to have a separate subcategory for that as well
You may also have sub-categories of your sub-categories as well. So depending on what you choose to offer, you have a range of options. Ultimately, it depends on each of your companies what they wish to offer.
Section 3: How to add users/audiences to courses
Navigate to your course from the Administration block:
► Site administration
► Manage courses and categories
► Lambda Campus
► Wireless A Company
► Wireless 101
The below screen identifies where you can enrol users or audiences for the below mentioned course(s).
The below screen shows where you can enrol and unenrol users from a course.
When deciding to utilize the audience based visibility feature you should enable the function first before any setup occurs on the site. If you choose to enable at a later date you run the risk of sensitive information being unhidden that was once hidden.