Search Users

The 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 are limited to 250 results per page.

User Search Options

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:


  • The top section is a Quick Search, which uses type-ahead functionality to find an individual user based on a match of either username, first name, or last name. Matching entries appear in a list below and the portal administrator must select the desired record from that list, before being able to take direct action by clicking the Edit User Account, Edit User Profiles, or Impersonate buttons. 
  • Use the Advanced Search area to find an unknown Username or to generate a well-defined list of accounts. This feature allows you to construct a database query based on a number of user attributes, including profile assignments, user grouping, and training history. Click Search with no criteria to see all users within your domain of oversight, or select a combination of Criteria and Search Value options to narrow your results.


Building an Advanced Search Query

The Advanced Search section is pre-populated with several common Criteria. To build a custom query, select a user attribute from the Criteria column, then a Comparison value from the corresponding field. You can begin typing in the Search Value field to bring up a list of matching records from which to choose. You can modify those shown, add new ones, or remove a criterion completely. Some criteria also offer a Multi-select option. This allows you to select multiple values from the type ahead list of results so that you are not required to enter multiple lines of the same criterion to find more than one value for it. Learn more about the Type-Ahead and Multi-select features: Type-Ahead and Multi-Select for User Search.

  1. Click the "+" and "-" buttons under the Add/Remove Criteria column to add or remove search parameters, allowing you to build a more robust query. 
  2. Click Search to generate results.
  3. Once you have executed a search, click the “+” button next to the Advanced Search header to expand the section, review original criteria, or further refine your query. 

Search Expression in Boolean Logic

In the example below there are two criteria. The search will all Active users assigned a Location Sales Manager position. 
  • User Account (Is) Active 
    AND
  • Position (Is) Location Sales Manager the search will look for users whose User Account Is Active AND Position Is Location Sales Manager. 



    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.

 

How Operands Help Build Desired User Lists

 

You may use any combination of “AND/OR” Operands, which behave differently to create search logic. 

  • The operand “OR” means “return all users who are meet rule one, and also users who meet rule two".  
  • The operand “AND” means “only return users that meet both rule one and two”.  

The following example demonstrates the use of both “AND/OR” operands. The results would change drastically by swapping one for the other, keeping the same set of criteria, comparisons, and values. 


  • In the example shown, the Search Pattern conveys that we are searching for users located in either Ann Arbor (1) OR Minneapolis (2) AND who have the position Client Care Support Representative (3), AND who are considered Active Users (4). Expressed in Boolean logic: (((1 OR 2) AND 3) AND 4) returns Active users (4) who are part of the ((1 OR 2) and 3) search.
  • If you change the final operand from “AND” to “OR” Search Pattern (((1 OR 2) AND 3) OR 4) returns every Active user in the LMS (4).  It also returns ((1 OR 2) and 3).  This search would yield a far greater number of users than desired, since it would include all active users, independent or exclusive of the first three criteria.

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.  You can see that 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. 


Navigating Unlimited Search Results

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.

 

NOT Retrieving expected Results?

User Search provides administrators the power to create complex queries and retrieve targeted sets of user data on demand. When designing your search, it’s important to remember that a single user account can contain multiple sets of in active and inactive profile assignments at various organizations, with one or more positions and roles in each profile, as well as transcript history in various states of progress. Therefore, admins need to be aware that a result list may contain unexpected items due to way user data fits criteria logic, which is not always an exclusive rule.

 

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. 

Criteria and Comparison Definitions

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).

Criteria

Comparison

Definition

Account Information

 

 

User Account

Active

User is globally active

Inactive

User is globally inactive

First Name

Equal

First Name matches exactly

Not Equal

First Name does not match exactly

Contains

First Name contains input string

Does Not Contain

First Name does not contain input string

Starts With

First Name starts with input string

Last Name

Equal

Last Name matches exactly

Not Equal

Last Name does not match exactly

Contains

Last Name contains input string

Does Not Contain

Last Name does not contain input string

Starts With

Last Name starts with input string

Username

Equal

Username matches exactly

Not Equal

Username does not match exactly

Contains

Username contains input string

Does Not Contain

Username does not contain input string

Starts With

Username starts with input string

Email

Equal

Email matches exactly

Not Equal

Email does not match exactly

Contains

Email contains input string

Does Not Contain

Email does not contain input string

Starts With

Email starts with input string

Profile Attributes

Profile Status

Is Active

Is Inactive

Department

Is

User has an active Position in a profile which is in Department

Isn't

User has an active Position that is not associated with Department

Was

User has inactive Position in a profile which is in Department

Position

Is

User has the Position as active in profile

Isn't

User has a Position in profile that is not the given Position

Was

User has the Position as inactive in profile

Is Primary As User has this as their Primary position
     

Role

Is

User has the Role as active in profile

Isn't

User has a Role in profile that is not the given Position

 

Was

User has the Role as inactive in profile

User Group

Is

User is a member of the User Group

Isn't

User is not a member of the User Group

Organization

In Hierarchy

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

Training History

Course

Is Enrolled

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”

Enrollment Location

Is Enrolled at Primary

User has transcript that originated from user’s Primary Organization. This search is independent of Course search.

Is Enrolled at Primary User has transcript that originated from a user’s secondary Organization. This search is independent of Course search.

Certification/Curriculum

Has Achieved

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

Not Assigned

User does not have current Goal assignment for selected Certification / Curriculum. (Result list will be users not in Assigned Not Achieved classification.)

Not Achieved

User does not has current Certification Transcript record for selected Certification / Curriculum. (Result list will be users not in Has Achieved classification.)

   Has Revoked  User had the Certification but it has since been revoked.

Person-to-Person portals only

P2P User

Has Manager

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

Is

Direct Manager Last Name matches exactly

Isn't

Direct Manager Last Name does not match exactly

Contains

Direct Manager Last Name contains input string

Doesn't Contain

Direct Manager Last Name does not contain input string

Starts With

Direct Manager Last Name starts with input string

Alternate Manager Last Name

Is

Alternate Manager Last Name matches exactly

Isn't

Alternate Manager Last Name does not match exactly

Contains

Alternate Manager Last Name contains input string

Doesn't Contain

Alternate Manager Last Name does not contain input string

Starts With

Alternate Manager Last Name starts with input string