Self-registration with approval settings
  • 21 Jun 2022
  • 5 Minutes to read

Self-registration with approval settings


The Self-registration with approval plugin is slightly different from the Email-based self-registration plugin, as it requires a user with the auth/approved:approve capability to approve the registration request before the user is added to the site. 

Approving a request

The user registers in the same way as with the Email-based self-registration method and receives an email to confirm their email address. A user with the auth/approved:approve capability can then approve the request by following these steps:

  1. Go to Quick-access menu > Plugins > Authentication > Self-registration with approval > Pending requests.
  2. Approve or reject the user's request. 

Once this is done, the user will receive an email to let them know whether or not they've been approved. 

Pending registration requests are shown in an embedded report, which can be accessed via Quick-access menu > Plugins > Authentication > Self-registration with approval > Pending requests. This report has been designed to only show users with the pending approval status. If you require a registration report showing all user statuses, you can create a custom report using the self-registration report source.

Self-registration with approval settings

Once the Self-registration with approval plugin has been enabled you can configure the settings below (as a Site Administrator). 

SettingDescriptionNotes

Sign up request form instructions

This text will be displayed at the top of the sign-up form. No default text is provided because the process depends on the combination of settings on this page.

-

Require approval

If enabled, all requests for new accounts require manual approval. If disabled, new accounts are approved automatically after email address confirmation.

If disabled, spammers may easily create a large number of new accounts on this server.

Automatic approval whitelist

A list of email domains that are approved automatically after email confirmation. Accounts cannot be approved automatically if any required data is missing or becomes invalid, or when using free-text data (i.e. free-text organisation, position, or manager).

Domains are separated by spaces, e.g. 'gmail.com hotmail.com'. To allow subdomains, prefix the domain with a full stop. For example, '.example.com' whitelists 'test@test.example.com', but 'test@example.com' is excluded.

This filter acts after the common authentication restrictions are applied.

Enable reCAPTCHA

Adds a visual/audio confirmation form element to the sign-up page. This helps protect your site against spammers.

Please note that reCAPTCHA also needs to be configured in the site settings. See https://www.google.com/recaptcha/about/ for more details.

Allow external defaults

If enabled, it is possible to specify sign-up form defaults via page parameters, e.g. 'login/signup.php?organisationid=12'.

-

Allow organisation selection

If enabled, users will be able to select their organisation in the sign-up form.

This setting exposes the list of available organisations to the public.

Available organisation frameworks

This setting allows you to specify which frameworks are used to find organisations available for selection.

-

Allow free-text organisation

Allow self-registering users to enter free text for the organisation field. The organisation will be selected later during the manual approval process because the selection cannot be automated.

If the user adds text here then the Site Administrator will be prompted to go to the user's profile to manually correct the relevant fields.

Require organisation selection

If enabled, approval requires the selection of an organisation. If users are not allowed to make a selection in the sign-up form then the approver needs to select an organisation before approval.

-

Allow position selection

If enabled, users will be able to select their position in the sign-up form.

This setting exposes the list of available positions to the public.

Available position frameworks

This setting allows you to specify which frameworks are used to find positions available for selection.

-

Allow free-text position

Allow self-registering users to enter free text for the position field. The position will be selected later during the manual approval process because the selection cannot be automated.

If the user adds text here then the Site Administrator will be prompted to go to the user's profile to manually correct the relevant fields.

Require position selection

If enabled, approval requires the selection of a position. If users are not allowed to make a selection in the sign-up form then the approver needs to select a position before approval.

-

Allow manager selection

If enabled, users will be able to select their manager in the sign-up form.

This setting exposes the jobs of available users to the public.

Manager organisation frameworks

This setting allows you to specify which organisations are used to find available managers.

-

Manager position frameworks

This setting allows you to specify which positions are used to find available managers.

-

Allow free-text manager

Allow self-registering users to enter free text for the manager field. The manager will be selected later during the manual approval process because the selection cannot be automated.

If the user adds text here then the Site Administrator will be prompted to go to the user's profile to manually correct the relevant fields.

Require manager selection

If enabled, approval requires the selection of a manager. If users are not allowed to make a selection in the sign-up form then the approver needs to select a manager before approval.

-

Enable password expiry

When enabled, users authenticating via this plugin will find that their passwords expire after a set amount of days. The number of days is determined by the Password duration setting.

-

Password duration

Sets the maximum duration a password can be used for. This setting is only applicable when password expiry has been enabled.

-

Notification threshold

Sets a period that determines when the user will be prompted to change their password before it expires. For instance, if the Password duration is set to 30 days, then setting this to 7 days will prompt the user to change their password seven days before the expiry date.

-

Lock profile fields

You can decide which user data fields to lock. This is useful for sites where user data is maintained manually by the Site Administrator, who edit user records or uploads them using the Upload users feature.

If you are locking fields that are required by Totara, make sure that you provide that data when creating new user accounts, or the accounts will be unusable. Consider setting the lock mode to Unlocked if empty to avoid this problem.

Self-approval and reports

When a user creates their account using self-registration with approval, any custom user profile data will not be shown in the relevant report columns for the user profile field until their account is approved.

If you are an account approver who wants to view this information for a pending account during a pre-approval review, then you can do this by adding the Additional request data column. When added to your report, this column will show the values of any additional user profile fields prior to approval.

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