Advanced User Search Retrieves Targeted Data on Demand
The Advanced User Search engine enables LMS administrators to use an array of criteria, comparative terms, and operands to build highly targeted results with just a few selections. There are no limitations on the number of user records returned from a query, and you can set each search to display between 25 to 1,000 results per page, with the exception of mobile browsers which can return up to 250 results per page.
To view or edit a user’s LMS account and profiles, use the left navigation menu to open Users => Search Users page. This page is divided into two parts, as shown here:
To build a custom query, select a user attribute from the Criteria column, then a Comparison value from the corresponding field. Depending on your first two selections, you may be provided a final drop-down menu or LMS picker to enter a Search Value. The Advanced Search section is pre-populated with default data Criteria = User Status and Comparison = Is Active.
Note the Search Pattern expressed as a Boolean formula in the lower right corner of the page. In this example, results will only list users that meet both criteria (1 AND 2). Because the search formula is dynamic, adding or removing criteria from the query will automatically update the Search Pattern or expression.
The following examples demonstrate the importance of applying the correct Operands “AND/OR” by swapping one for the other between the same set of criteria and discussing the vastly different search results.
HINT: While it is possible to begin a search with the default “User Status Is Active” as the first element, which would yield all active LMS Users in the Search Pattern (1); it is usually preferable to add it as the last element with operator AND, so that all preceding criteria are subject to this final condition. In reality, the final criteria – when used with the Operand “AND” – operates on the expression in the set of parenthesis immediately to the left. For this reason, if you always want to search users with Active Profiles, you should keep this criteria as the final element so it operates on the entire expression defined and contained in the set of parenthesis to the left.
Thus, OR and AND are powerful conditions. Building the criteria to meet your desired results may take some experimentation as you work with CRITERIA, OPERANDS, and COMPARISONS.
Depending on the size of your LMS, a robust search can return large numbers of user records. To increase usability, click the Items per page drop-down menu and select the number of results you want displayed on each page. The page will automatically refresh to load the desired number of records and update pagination controls.
Note that only Primary Profile information is listed in the Position, Role, and Location columns. To sort the list by a data element other than the default Name, simply click on the column header and results will toggle between ascending and descending order.
For example, searching for “Position” “Is Not” “Technician” may result in technicians being shown in the result list for those individuals who have a secondary position that is not “Technician”. The same holds true with a Location search. Executing against criteria “Organization” “Not In Exact” “Chicago” will display users who have primary or secondary profiles not in Chicago. Some Chicago employees may show up if they have a secondary profile in a different city. When building a query, consider the construction of your criteria, including the Boolean Expression formula and the placement of your Criteria, Comparisons and Operands.
The table below lists all search Criteria, Comparison options for each value, and a brief Definition of search logic when you pair them (Criteria + Comparison = Expected Results).
User is globally active
User is globally inactive
First Name matches exactly
First Name does not match exactly
First Name contains input string
Does Not Contain
First Name does not contain input string
First Name starts with input string
Last Name matches exactly
Last Name does not match exactly
Last Name contains input string
Last Name does not contain input string
Last Name starts with input string
Username matches exactly
Username does not match exactly
Username contains input string
Username does not contain input string
Username starts with input string
Email matches exactly
Email does not match exactly
Email contains input string
Email does not contain input string
Email starts with input string
User has an active Position in a profile which is in Department
User has an active Position that is not associated with Department
User has inactive Position in a profile which is in Department
User has the Position as active in profile
User has a Position in profile that is not the given Position
User has the Position as inactive in profile
User has the Role as active in profile
User has a Role in profile that is not the given Position
User has the Role as inactive in profile
User is a member of the User Group
User is not a member of the User Group
User Profile exists at selected Organization or any of the Organizations below
Not In Hierarchy
User Profile does not exist at selected Organization or any of the Organizations below
In Exact Organization
User Profile exists at exactly the Organization selected
Not in Exact Organization
User Profile does not exist at exactly the Organization selected
User has a transcript for course with status of “Scheduled” or “Launched”
Is Not Enrolled
User does not have a transcript for course with status of “Scheduled” or “Launched”
Is On Interest List
User has course on Interest List
Is Not On Interest List
User does not have course on Interest List
Valid passing transcript
User has a transcript for course with transcript status as “Attend (Pass)” and “Attend No Bill (Pass)”
Valid non-passing transcript
User has a transcript for course with transcript status as “Fail”, “Attend (Post Test Required)”, “Attend (Post Test Required) No Bill”
User has transcript that originated from user’s Primary Organization. This search is independent of Course search.
User has current Certification Transcript record for selected Certification / Curriculum
Assigned Not Achieved
User has current Goal assignment for selected Certification / Curriculum, but has not met criteria for completing goal
User does not have current Goal assignment for selected Certification / Curriculum. (Result list will be users not in Assigned Not Achieved classification.)
User does not has current Certification Transcript record for selected Certification / Curriculum. (Result list will be users not in Has Achieved classification.)
Person-to-Person portals only
User Profile includes a Manager (Direct or Alternate)
Has No Manager
User Profile does not include a Manager (Direct or Alternate)
Is Not Primary
User has transcript that does not originate from user’s Primary Organization. This search is independent of Course search.
Manager Last Name
Direct Manager Last Name matches exactly
Direct Manager Last Name does not match exactly
Direct Manager Last Name contains input string
Direct Manager Last Name does not contain input string
Direct Manager Last Name starts with input string
Alternate Manager Last Name
Alternate Manager Last Name matches exactly
Alternate Manager Last Name does not match exactly
Alternate Manager Last Name contains input string
Alternate Manager Last Name does not contain input string
Alternate Manager Last Name starts with input string