GlobalLearn System Behavior & Enhancement

When a user is suspended, they retain access to the application, but any new courses assigned to their group during the suspension period are not added to the user until the suspension ends.

Once the user's status is changed back to Active, either manually by an Admin or automatically by the system, the following happens automatically:

• The user is mapped to all courses that were assigned during the suspension period.
• The user receives enrollment notifications for those courses.
• The system performs a due date recalculation, adjusting the due dates by adding the suspension period to the original due dates.

This means no manual effort is required from the admin side, as the system handles course mapping, notifications, and due date adjustments automatically upon reactivation.

When a user is suspended and a new course is added to their training group, the system operates in "at this time" mode. It checks the training group members at the moment the course is added, identifies that the user is suspended, and does not issue the course to that user. This overrides the standard training group enrollment rules and is an accepted behavior.

When a user is unsuspended, the system does not perform any retroactive check to identify courses that were added to their training group during the suspension period. As a result, the user is never automatically enrolled in those missed courses. This leads to users missing mandatory training without the Admin or the user being aware, which defeats the purpose of training group automation.

The current workaround requires an Admin to manually:

• Go through all courses associated with the user's training group.
• Identify which courses were added during the suspension period.
• Manually enroll the user in those missed courses.

This process is considered messy, risky, and time-consuming, and it completely defeats the advantages of using training groups for automated enrollment management.

Two approaches are proposed to fix this issue:

• Accurate Method: The system captures the exact suspension start and end dates and checks when each course was added to determine which ones the user missed.
• Simpler Method: When a user is unsuspended, the system looks up the training groups the user belongs to, finds all currently assigned courses, and enrolls the user in any courses they are not yet enrolled in.

No. When the Newsletter is disabled at the room level, no users in that room will receive document notification emails. Additionally, users will not be able to enable it from their individual profile settings, as the option will appear grayed out and cannot be modified at the user level.

Yes. Cloning a room transfers all configuration settings, including notification settings, from the source room to the newly created room.

It depends on the scenario. Users restricted from a folder cannot access the document within the room. However, in certain cases, such as when a query is raised on a document and assigned to that user, they may still receive an email notification with the query details and can respond via email, even though they cannot directly access the document inside the room.

The Document Manager role assigned at the user's profile level is required to access the "Send Document to the LMS" functionality. This has been tested and confirmed in a sandbox room. Simply having the Editor role is not sufficient to perform this action, even if the user is the document owner and is part of the workflow group for signing the document.

Yes, it is considered a common function that should ideally be managed at a level below Admin. The recommended approach is to assign the Document Manager role at the user's profile level, which grants access to this functionality without requiring full Admin privileges. This allows organizations to delegate this responsibility appropriately without elevating users to Admin status.