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Site Administrators can customise the contents of the main menu bar via the user interface in order to add, edit or remove navigation menu items. The visibility of navigation items can also be restricted to members of an Audience.

(The video above was taken from the Dashboards and basic theming course in Totara Academy). 

Go to Quick-access menu > Navigation > Main menu to display the configuration page listing existing navigation menu items and their hierarchies. 

The capability totara/core:editmainmenu controls access to the configuration pages where allowed users can:

  • Select the corresponding edit icon (Edit (cog) icon) to update navigation item settings
  • Re-order page items using the up/down arrows
  • Show/hide page items from the navigation bar (eye icon)
  • Delete custom navigation items

Default menu items use built-in access controls, however addition restrictions can be added if required.

Main menu configuration page.

Navigation items from disabled, uninstalled or missing plugins also appear in the main menu configuration area under Unused. Menu items are never deleted automatically.

The default headings and options displayed in the main menu are shown in the table below. The menu options available will depend on the products you have installed, as well as the settings you have enabled/disabled. For example, if Totara Engage workspaces have been disabled then Collaborate, Your workspaces and Find workspace will be removed from the menu.

Learn, Engage and PerformLearn onlyEngage onlyPerform onlyLearn and EngageLearn and PerformEngage and Perform
  • Logo
  • Home
  • Learn
    • Your library
    • Record of learning
    • Find learning
  • Collaborate
    • Your workspaces
    • Find workspaces
  •  Develop
    • Team
    • Goals
    • Competencies
    • Activities
    • Evidence bank
  • Reports


  • Quick-access menu ()
  • Messages ()
  • Notifications ()
  • Profile
  • Logo
  • Home
  • Learn
    • Record of learning
    • Find learning
  • Reports


  • Quick-access menu
  • Messages
  • Notifications
  • Profile
  • Logo
  • Home
  • Learn
    • Your library
    • Find learning
  • Collaborate
    • Your workspaces
    • Find workspaces
  • Reports


  • Quick-access menu
  • Messages
  • Notifications
  • Profile
  • Logo
  • Home
  • Develop
    • Team
    • Goals
    • Competencies
    • Activities
    • Evidence bank
  • Reports


  • Quick-access menu
  • Messages
  • Notifications
  • Profile
  • Logo
  • Home
  • Learn
    • Your library
    • Record of learning
    • Find learning
  • Collaborate
    • Your workspaces
    • Find workspaces
  • Reports


  • Quick-access menu
  • Messages
  • Notifications
  • Profile
  • Logo
  • Home
  • Learn
    • Record of learning
    • Find learning
  • Develop
    • Team
    • Goals
    • Competencies
    • Activities
    • Evidence bank
  • Reports


  • Quick-access menu
  • Messages
  • Notifications
  • Profile
  • Logo
  • Home
  • Learn
    • Your library
    • Find learning
  • Collaborate
    • Your workspaces
    • Find workspaces
  •  Develop
    • Team
    • Goals
    • Competencies
    • Activities
    • Evidence bank
  • Reports


  • Quick-access menu
  • Messages
  • Notifications
  • Profile

Remember that the table above only displays the default menu options. On your site the menu will display differently for your users depending on user permissions, as well as how you have customised the menu.

Create custom navigation menu items by clicking the Add new menu item button.

When adding custom menu items a URL for the link and an Item title must be specified. The link can be a full URL (starting with http:// or https://), or you can make a link relative to your organisation's Totara site URL by starting with a forward slash ' / '. For example, "/course/index.php" would point to "[your-totaralearn-url]/course/index.php".
SettingDescriptionNotes
TypeChoose whether the menu item will be a Parent (container) for menu items or its own URL (link).-
Parent itemSelect either Top to create a top-level navigation menu item, or another menu item to create a second-or third-level navigation item.-
Item titleThis is the string that appears as the navigation item name.If the multi-language filter is enabled, these can be multi-lingual strings.

Visibility

Controls whether users can see a navigation item.

Selecting Use custom access rules will enable the custom Access tab.

Open link in new windowIf checked, the link will open in a separate window.-

To add a custom access rule to a navigation item:

  1. Select Quick-access menu > Navigation > Main menu.
  2. Select the Edit icon (Edit (cog) icon) against the corresponding menu item
  3. Select Use custom access rules under Visibility and Save changes.
  4. Select the Access tab to define the access rule.
  5. Select whether all or any of the Restrict access criteria need to be met to view the navigation item.
  6. Fill in the criteria for the role, audience, and/or preset rule.  
  7. Select Save changes.

An administrator cannot delete the default 'hard-coded' menu options but, from a user’s point of view, hiding them has the same effect.

Show when accessible will show if an item has permission requirements - if selected the item will only show to users with the relevant permissions to access it. The item may still be shown to a user through another method, but would not show in the menu bar unless they have the permissions to access it. 

Users will need to be logged in, and not a guest user, in order to view the menu item. 

The table below shows the requirements for access for each of the permission-controlled menu items. 

Menu itemAccess requirements

Home

The front page is not accessible when tenant isolation is active.

Dashboard

The dashboard feature has to be enabled and there has to be at least one dashboard available for the user.

Preview site policies

User must be logged in, no additional special restrictions.

Reports

User must have at least one assigned report.

Calendar

User must be logged in, no additional special restrictions.

Record of Learning

User must have permissions to access at least one Record of learning (requires Totara Learn).

Find Learning

User must be logged in, no additional special restrictions.

Find Learning (Legacy catalogues)

  • Courses
  • Programs
  • Certifications

User must have some learning visible to them.

If you set all of the items to Show when accessible then the user will only see items they have access to. For example if I have access to a course but cannot access any programs then I will only see the courses menu item (requires Totara Learn). 

Learning Plans

User must have at least one assigned learning plan (requires Totara Learn).

My Bookings

User must be logged in, no additional special restrictions (requires Totara Learn). 

Required Learning

User has to have at least one program or certification (requires Totara Learn).
Your Library

Resources feature must be enabled and user must have the totara/engage:viewlibrary capability (requires Totara Engage).

Your Workspaces

Workspaces feature must be enabled and user must have the container/workspace:workspacesview capability (requires Totara Engage).

Find Workspaces

Workspaces feature must be enabled and user must have the container/workspace:workspacesview capability (requires Totara Engage).

Team

User must have reporting team members (requires Totara Perform).
Goals

Goals feature has to be enabled (requires Totara Perform).

User has to have either:

  • A personal or company goal assigned
  • The capability to manage own personal or company goals
Competencies

Competency assignments feature must be enabled and user must have the capability to view their own competency profile, totara/competency:view_own_profile (requires Totara Perform).

Activities

Performance activity feature must be enabled (requires Totara Perform).

Evidence bank

Evidence feature must be enabled and user must have the capability to view their evidence bank or create new evidence, totara/evidence:manageownevidenceonself or totara/evidence:viewanyevidenceonself (requires Totara Perform).

To revert to the standard Totara Main Menu, Site Administrators can use the Reset menu to default configuration button. If any custom menu items have been previously added, a prompt will be displayed to specify whether to permanently delete these items or move them to the Unused section so they are hidden but available in the menu for later reuse or reference.

Resetting main menu confirmation screen.

When defining custom navigation item URLs, you can include the following placeholders:

  • ##userid## - Current user ID
  • ##username## - Current username
  • ##useremail## - Current user email
  • ##courseid## - Current course ID

They will be dynamically substituted for the appropriate value at the time when the page is viewed.

The Totara Academy has a whole course dedicated to using Dashboards and basic theming in Totara. Here you can learn more on how to customise your site's appearance, see best practice, and give it a go yourself.

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