User groups in Adobe Learning Manager
User groups in Adobe Learning Manager help you organize learners based on common attributes like department, location, or role. Grouping users makes it easier to assign courses, manage permissions, and track learning progress for multiple users at once.
Types of user groups
Adobe Learning Manager supports the following user groups:
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Auto-generated user groups: In Adobe Learning Manager, the system automatically creates some user groups based on user roles and attributes. These system-defined groups include All Authors, All Admins, All Learners, and All Managers. Adobe Learning Manager generates these groups to help organize users by role. You can’t rename or delete these system-defined groups.
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Custom user groups: In Adobe Learning Manager, administrators can create custom user groups to organize learners based on specific criteria. These groups are dynamic, automatically adding users who meet the defined conditions. Custom groups help assign targeted learning paths, apply custom branding, and generate focused reports. They’re a flexible tool for managing and personalizing the learning experience.
Create a custom user group
Administrators manually create user groups to organize users based on defined attributes. These groups can be dynamic, automatically adding users who meet the specified criteria. User groups simplify tasks such as assigning learning paths, applying custom branding, and generating targeted reports.
To create a custom user group:
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Select Users on the administrator homepage.
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Select User Groups and then select Add.
Button to add a new user group in the User Groups page -
Type the group name and description.
Input fields to enter group name and optional description
Add users to the user group
Administrators can add users to a user group in two ways:
Users section
Administrators can use the inclusion and exclusion sets to add or remove users or user groups in the Users section.
- Inclusion Sets add users to a custom user group. You can include one or more user groups, and Adobe Learning Manager uses logic (AND/OR) to decide which user to include. Refer to this section to learn more about AND/OR logic.
- Exclusion Sets remove users from the group, even if they were part of the inclusion set. This refines the group’s user list.
To add users to the group:
- Search and select users or existing user group in the Include Learners field.
Inclusion settings to add specific users or groups to a custom user group
Email IDs section
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Type the user email addresses in a comma-separated, semi-colon or line break format to add the users to the group.
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Select Validate Email Ids.
Select Validate Email Ids to validate the entered email IDsYou will see an error if Adobe Learning Manager does not have the email ID or if the email ID is incorrect.
Field to enter multiple email addresses manually for adding users to a group -
Select Save to create the group.
Exclude users from the group
Administrators can exclude specific users from a user group even if they meet the group’s criteria. This is helpful when you want to make exceptions, such as preventing certain users from receiving assigned courses or appearing in reports linked to that group.
To exclude specific users or entire user groups when creating a custom user group:
- Select any User Groups and then select Add.
- Navigate to the Exclude Learners section.
- Select the users or groups you want to exclude.
Exclusion settings to remove users or groups from a custom group
View group members
Administrators can view a list of users in a user group, including details such as name, email ID and state. To view the list of users:
- Select Users and then select User Groups.
- Select a group and then select the value in the No. of People column.
List of users currently included in a selected user group
List of users available on the selected user group
Download group members
Administrators can download a list of group members to review user details including name, email, status, date added (UTC time zone), deletion date (UTC time zone), and last login date (UTC time zone). This helps with tracking, reporting, and auditing group membership.
- Select Users and then select User Groups.
- Select the download icon next to a group to export the report as a CSV file.
Download icon to export group member data as a CSV file
The following are the columns of the group member report:
- Name: Name of the user
- Email: Email ID of the use
- Status: Status of the user (Registered or Not Registered).
- Date Added (UTC TimeZone): Date the user was added in UTC time zone.
- Deletion Date (UTC TimeZone): Date the user was deleted in UTC time zone.
- Last Login Date (UTC TimeZone): Date the user last logged in UTC time zone.
Sample CSV contains the user details
Edit a user group
Administrators can edit a group to change its name, description, or other details.
To edit a user group:
- Select Users on the administrator home page.
- Select User Groups.
- Select the user group you want to edit.
- Make the necessary changes, like updating the name, description, or other details.
- Select Save to apply the changes. The changes will be applied to the user group.
Fields to modify user group name, description, or membership rules
Delete a user group
Administrators can delete user groups that are no longer needed to keep the group list organized and up to date.
To delete a user group:
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Select Users and then select User Groups.
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Select the group you want to delete.
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Select Actions and then select Delete.
Delete option in the Actions menu to remove a user group -
Confirm the deletion when prompted. The user group will be deleted.
Download user group report
Adobe Learning Manager’s user group reports provide administrators and managers with insights into the performance of different user groups, such as departments, roles, or external partners. These reports enable comparisons across groups to assess learning progress, course completion rates, and engagement levels.
To download the report:
- Select Users and then select User Groups.
- Select Actions and then select Download User Group Report.
Option to download group-level information and metadata from the Actions menu
This report includes:
User group report contains all the fields
Inclusion and exclusion rules for creating custom user groups
When creating a custom user group by adding auto-generated or existing user groups, Adobe Learning Manager applies specific inclusion and exclusion rules based on AND/OR logic. These rules depend on how user groups are combined in the inclusion and exclusion sets.
You can add one or more auto-generated user groups to the inclusion set. The logic applied depends on how you select these groups:
Use AND logic in user groups
If you select multiple user groups within the same inclusion set, users must meet all conditions to be included.
For example,
- Sales team group: 120 users
- Location (Bangalore) group: 80 users
- Common users in both groups: 40 users
Adobe Learning Manager uses AND logic to create a group with only 40 users. These users are part of the Sales Team and are also located in Bangalore, meeting both conditions.
Example showing multiple groups combined using AND logic
Use OR logic in user groups
If you add user groups in separate inclusion sets, users meeting any condition are included. For example:
- Sales team group: 120 users
- Location (Bangalore) group: 80 users
- Total users in either group: 160 users (Some users may be in both groups)
When you use OR logic, Adobe Learning Manager adds users who are in either the Sales Team or located in Bangalore. This means it includes users who match any one of the two conditions. As a result, the group includes 160 users after removing duplicates.
Example showing multiple groups combined using OR logic