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Canvas - Users with Multiple Accounts

Users sometimes have Canvas accounts at more than one institution in the UW System Digital Learning Environment, and they don't want to keep track of multiple accounts. This guide explains the options that administrators have for resolving the issue: combining accounts, deleting accounts, or leaving multiple accounts intact.

Combining Accounts

When to use this solution:

Combine user accounts when a user has Canvas IDs at more than one UW institution and each of those accounts has current enrollments or is expected to have future enrollments. Only use this solution if the user is flexible on which Canvas ID they use going forward. Do not use this option for UW Colleges accounts.

Caveats:

1. When a user's accounts are merged, Canvas will pick one account as the primary. We have no control over which account is the primary, and cannot accurately predict it. The user must use the primary account, whichever it is, going forward.
2. If the user has Kaltura media under multiple accounts, they will need to move that media to the primary account via MediaSpace (or with administrator assistance) after combining accounts.
3. Existing UW Colleges accounts are not to be merged. They will be phased out.
4. Non-institutional credentials (from the Continuing Education instance or Canvas Catalog, for example) that cannot be verified in a campus Student Information System will not be merged with SIS accounts.
5. Once existing accounts have been merged, they can only be unmerged by Instructure Support, and only for a brief period. After that period, merged Canvas accounts cannot be separated again.

How to: 


Deleting Accounts

When to use this solution:

Delete one or more of a user's Canvas accounts when a user has Canvas accounts at multiple UW institutions and one or more of those accounts has no current enrollments and isn't expected to have any future enrollments. The Canvas root-level administrators at UWSA and UWSS are undertaking a project to systematically phase out and delete UW Colleges accounts.

Caveats: 

1. Before deleting one of a user's secondary accounts, make sure that their primary account is enrolled in all of the courses that they may still need access to. Also, make sure that the user's primary account has ownership of all the files, ePortfolio materials, and Kaltura media that they still want.
2. Only root-level Canvas administrators can un-delete a deleted user account. The un-deletion process restores SIS enrollments, but will not restore enrollments which were manually added.

How to:


Leaving Multiple Accounts Intact

When to use this solution:

A user may need to continue managing multiple active Canvas accounts in the following situations:

1. The caveats of merging or deleting accounts are unacceptable.
2. The user has one or more accounts which have no current or future enrollments, but they may want to occasionally refer to materials in the old account(s). At that point, the user may prefer to abandon an older account rather than deleting it.

Caveats:

1. If the user is actively using multiple Canvas accounts, they will have to keep track of multiple sets of login information.
2. Enrollments, activity, Files, ePortfolios, and Kaltura media associated with one account will not necessarily be available in the other accounts.

How to:

No action is needed. For users with multiple accounts, this is the status quo.




Keywords:dle, merging, merge, combine,   Doc ID:97640
Owner:Thomas A.Group:UW System Administration DLE
Created:2020-02-05 13:51 CDTUpdated:2020-02-14 12:24 CDT
Sites:UW Parkside, UW Platteville, UW Stout, UW System Administration DLE, UW-La Crosse, UW-Milwaukee Center for Excellence in Teaching and Learning
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