In Sana, user attributes are a powerful tool that allows you to categorize and manage your users based on specific characteristics or roles. These attributes can be configured and utilized by Admins or Group Admins to streamline user management and enhance the learning experience.
💡 You can only edit user attributes in Sana for users that dont have external user provisioning integrations set up (for example connecting Okta with SCIM). The recommended way to provision users and manage user attributes in Sana is to create an integration with existing HR systems (see more here). However, there are cases when such an integration is not possible which is where editable user attributes work as an alternative solution
What are the use-cases for user attributes?
Streamlined User Management: For organizations that lack a centralized HR system or have multiple HR systems, user attributes in Sana can be used to efficiently manage and categorize users, ensuring a more organized user management process.
Personalized Learning Experiences: By assigning specific attributes to users, such as job roles or departments, Sana can deliver personalized learning experiences based on any combination of user attributes with the power of smart groups and enrollment rules in programs
Setting Up User Attributes
Define User Attributes: You can define which user attributes should be available in the organization. These attributes can range from job roles, departments, locations, to any other characteristic relevant to your organization's structure or learning needs.
Define Mandatory and Non-Mandatory Attributes: You can also specify which attributes are mandatory and which are non-mandatory. Mandatory attributes must be filled in when inviting new users, ensuring that essential information is always captured.
Define restricted attributes: you can configure certain attributes to be restricted towards Group Admins so that for those attributes, group admins can only choose the option that matches their own attribute value. This reduces the risk of Group Admins accidentally giving privileges outside of their scope.
Send your defined list to Sana: Contact your CSM and share with them attributes (mandatory/non-mandatory) and the values of those attributes. Your Sana representative will add these to your account for you.
Using User Attributes
Once your user attributes have been added to your account you can begin adding and editing attributes of users. When admins invite new users to Sana, they can set user attributes from the pre-defined list. This allows for immediate categorization of users upon invitation.
Invite users by email and add their attributes
Go to Manage > Users > Invite users
Enter the email and press space or paste multiple emails at the same time
Choose the roles of the users you are inviting; learner, group admin or admin. Read more about user roles here.
Add attributes for the users by pressing 'Add details' next to their name or bulk edit all of the users at once by pressing 'Edit all users' at the bottom. You can also assign the user's line manager and assign them to programs, groups and courses.
Note: If assigning a user to a group, that group may be assigned to certain programs or courses and the user will automatically be assigned to those as well.
Watch the video below to see how to invite users and add attributes
💡 You can only select custom attributes for users as demonstrated in the video above once you have set up those attributes with Sana. Follow the steps above
Mandatory attributes
If any mandatory fields are not selected for a user when determining their attributes, they will be unable to progress during the invite process. Moreover, to ensure compliance with the mandatory fields, the option to 'invite via link' is disabled to prevent bypassing them.
See what happens in the video below if you do not fill in a mandatory field
💡 Sana prompts you to add mandatory attributes
Configuring User Attributes for Existing Users
Admins can also configure or update user attributes for existing users from the user detail page. This means that user information can be updated or corrected as needed, keeping user profiles accurate and up-to-date.
Go to Manage > Users > select user
Click Settings > Edit attributes
Make your edits then select Save
See a video demonstration of how to make changes below
By effectively using the user attributes feature in Sana, you can ensure a more organized and efficient user management process, leading to a more personalized and effective learning experience for your users.