Highfield e-learning Archiving Options
Archiving is a useful way to organise learner reports, to ensure that only the most up to date and relevant records of learners’ courses are easily visible, and to keep your learner reports to a minimum and clutter free.
NOTE only Not Started courses will be made available for re-use
CAUTION: WHAT HAPPENS WHEN A LEARNER IS DELETED
Deletion is permanent. Once a learner account is deleted the learner will no longer be able to access courses or any certificates for courses which they have completed. The learner may contact you as the administrator for copies of certificates which you will not be able to provide because they are deleted. The administrator or learner may then contact their e-learning reseller or Highfield directly, to be informed that the account has been deleted and certification is unavailable.
Please consider archiving (below) as a better option.
WHEN TO DELETE
Deleting a learner is meant for learner accounts when they are first set up, but the username / email has been entered incorrectly. and it is discovered that the email address entered is incorrect. Once the learner account is deleted any not started courses licenses are added back to the parent account so that they can be re-used and the learner the re-enrolled with the correct information. This will trigger the sending of the automated email. See also: Email already in use
HOW TO DELETE
To delete a learner visit learners > manage learners > Options > Delete learner. This function is represented by a dustbin symbol:
A confirmation pop-up will appear to ensure that the learner requires deletion. Select Yes to confirm deletion or select Cancel.
WHEN TO ARCHIVE
Archiving helps keep learner reports tidy and easy to view, removing courses from the main report but still allowing them to be located using the filter options at the top of the page. Examples of when to archive include when a learner has left an organisation or is long term absent. Courses can be un-archived when and if the learner returns.
WHAT HAPPENS TO ARCHIVED COURSES
When a learner logs into an archived account any archived courses will not be visible to them, however any certification from completed courses will be available to download.
Archived courses can still be viewed by an administrator using learner reports by using the relevant filter options, explained below.
HOW TO ARCHIVE
Select Leaners > Learner Reports. If required use the ‘Click here to see filter options’ at the top of the page to assist in locating the required courses. You can also use the ‘Click here to see additional field options’ to search. Once you have populated the required fields select ‘Apply filters.’ You can use the numbers or arrows to flick through the pages of learners, or select View all:
Once you have located the courses which need archiving, scroll to the bottom of the page to the ‘Archive/expire options’ button.
This will place a tick-box beside each course allowing the administrator to select which ones require archiving. Once the courses which require archiving are selected the administrator should select ‘Archive Licence.’ After a pop-up confirmation, courses are archived from the main view of the report.
UN-ARCHIVE
You can also use this process to ‘unarchive’ a licence, meaning it will be visible in the learner report without requiring filtering. Please follow this guidance:
- Filter to find archived courses.
- Select ‘Archive/expire options’
- Select the tick-box at the side of course and scroll back to the bottom of the page. In the box below use the drop-down arrow and select ‘un-archive.’ Following a pop-up confirmation the selected course(s) will be restored.
WHEN TO EXPIRE
An administrator can expire courses which are no longer relevant in exactly the way that they archive a course. If all courses attached to a learner need expiring, consider using delete learner instead.
If you don’t want to delete the learner but just want to delete one or more Not Started courses please contact support@highfield.co.uk listing the name or username of the learner, and the title of the course which requires expiring. Expiring can be useful in the following situations:
- Learner has completed a course in the past but has recently completed a newer version. Only the newer version is relevant as it supersedes the old. The previous certificate is no longer relevant, so it can be expired.
- A course assigned to a learner no longer needs to be completed
UN-EXPIRE
To reactivate an expired course an administrator can re-assign the identical course to the to the learner by using Add Course. When this is done any previous progress on the course will be maintained. If the administrator would prefer that the learner complete the course from the start they should use the refresher course function instead.
CAUTION
Please note that removing a course from a learner using either ‘Expire’ or ‘Archive’ does not currently re-add the unused licences back to the company account. If you require a license which has a ‘Not Started’ status to be expired and made available for re-distribution, please contact Highfield.