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Setting Username formats

Custom Username Formats

Site Administrators can set Custom Username Formats for each user type. This is to allow Staff to have a different username format (A.Smith@) to students (98AB01@)

To set a user name format click on the Preferences Tile in the launcher Then click on the User Preferences drop down then click on the Username Formats link

This page allows an admin user to manage their sites username formats that will be used by for users at your site

Setting the site default

Site Admins can select a username format for the site default from a pre-existing list of common user name formats.

Setting User Type specific formats

To set specific Username Format for each User Type check the 'Individual formats for User types' checkbox to enable this feature

A clone button is provided which lets Site Administrators quickly copy the 'site default' to all User formats for further adjustment.

Site Admins can select a username format for each user type from a pre-existing list of common Username formats.

Custom Username format

Site Admins can create custom username formats using a combination of the provided tokens detailed in the table below: ##Staff

Token Description
[%F] Forename
[%F#] Number (#) of letters from Forenamet
[%S] Surname
[%S#] Number (#) of letters from Surname
[%L] Random Letter (a-z)
[%N] Random Number (1-9)


Token Description
[%IS] Standard Intake Year short
[%CS] Year of Leaving short
[%U] UPN from MIS Data
[%AN] Admission Number from MIS Data
[%F] Forename
[%F#] Number (#) of letters from Forename
[%S] Surname
[%S#] Number (#) of letters from Surname
[%L] Random Letter (a-z)
[%N] Random Number (1-9)
[%A] Academic Birth Year* - (This is the years of birth of the student if they are born in Sept - Dec or the year of birth +1 if born Jan - Aug)
[%I] Standard Intake Year - This is based on the Acdemic Year of birth plus 5 years
[%Y] School Intake Year* (- This is based on the Acdemic Year of birth and the starting year group of the school)
[%B] Birth Year
[%C] Cohort Year - this is the year of leaving the school and is based on Academic year of birth and last academic year of the school

Items marked with * are calculated based on rules set in Site Preferences.

In addition to the tokens shown in the table, you may also add alphanumeric characters, full stops, underscores, and dashes. Other characters are excluded as they are unsupported in services SIMS ID provisions to.

For example for a user called Adrian Blacker with an academic Birth Year of 2001 a username of 01.ABlacker.REd would be generated by setting a username of [%L].[%F1][%S].RED

Please note where two users will be generated with identical usernames an incremental number will be appended to the end of the Username in this case 01.ABlacker.RED2

Setting a new Username format WILL NOT change any existing users as they have already had a username generated using previous settings for the site

Setting a custom Username format

To set a custom Username format check the* 'Custom' check box* next to the User Type name. This removes the predefined username format. Click on the Green Pencil icon to edit the Username format to launch the formatting dialogue

Using the 'tokens' in the table, full stops and alphanumeric characters build the Username format in the circled textbox. The dialogue will alert you if you use any unsupported characters. When you have finished click Update to save you changes or Cancel to abandon them. Please note if you are editing non-student User Types the tokens based on Birth Year are not available.

You will be returned to the main Username formats page.

When you have concluded making changes please click Save to commit your changes.

New users provisioned after this point will be created with the Usernames defined on this screen.

Specific information on Year of Leaving (Graduation Year)

All students have a "Year of Leaving" or "Graduation Year" or graduation year that can be used as a token in the student username. This value is generally calculated based on DOB and Academic Year. To support students that are allocated to a different year of leaving the calculated value can be manually changed. This can be achieved by finding the student in User Admin and clicking on Edit in the context menu next to the user.

The Graduation year is calculated by default. To customise this tick the Customise box. This will open a field where you can enter the customised Graduation Year this value will then be used in the Login Name of the amended student user where the Graduation Year token is specified.