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Custom roles

This feature helps you define custom roles and assign specific responsibilities to set of users. This feature enables you to assign responsibilities outside the purview of the individual’s existing role.

You can create a custom role to provide authoring capabilities limited to a particular catalog. You can also create a role dedicated to manage reporting. Such roles can then be assigned to individuals who are supposed to take up these specific responsibilities.

Admins have the ability to create custom admin and custom author roles with tailored permissions for each role. Below is an overview of the permissions associated with each role:

Custom Author Role Permissions

Custom authors can perform the following tasks:

Admins and authors, including custom admins and custom authors, will have the ability to share learning objects (LOs) to externally shared catalogs. Admins and authors should be able to search for externally shared catalogs while creating learning objects (LOs).

Custom Admin Role Permissions

The custom admin role replicates a set of admin responsibilities, including access to account-level privileges. Custom admins are granted permissions for managing key features related to learning activities, such as:

In addition, custom admins can:

Admins can now view CSV-created permissions within ÃÛ¶¹ÊÓƵ Learning Manager. The filter by option filters custom roles by admin created and those imported via a CSV. After you select a custom role, you can see its permissions.

Filter custom roles

Create a custom role create-role

To grant various permissions to the catalogs, follow the steps below:

For example, consider the following scenario.

The resultant permission, a custom user would have on a Learning Object, is an intersection of the Learning Object Permission and Catalog Permission.

A custom user has Full Permission on Courses and only Read Only access on Catalog A but Full Permission on Catalog B. The results are a Read Only access on the courses of Catalog A and Full Control over the courses of Catalog B.

A user with a Custom Role can:

Custom role report

Admins can download a CSV report of all custom roles and their permissions. The report shows how each role was created, either by an admin or through a CSV file, and outlines the highlights the access given to each role.

To download the report, follow these steps:

Download report of custom roles

The report has two CSV files: role.csv and user_role.csv. The role.csv file includes:

The user_role.csv file includes the fields, Custom role, Source of creation and detailed information for Catalogs, Users, Courses, Learning Paths, and more.

Audit trail for custom roles

Admins can download the custom role audit report to tracks all changes made to the custom roles, including creating, modifying, and deleting custom roles and their associated feature access.

Refer this article Audit trail for custom roles for more information.

Restrict folder access for custom authors folder-custom-author

Learning Manager already supports an ability to give access to content Library using custom roles. All custom authors who already have access to the content library, will continue to have access to all content files even after content folders are configured. This is to maintain the legacy behavior. Administrators need not make any changes in case they wish to continue to current behavior.

In case they wish to restrict access to these custom authors, Administrators need to edit the existing custom role and configure them by providing access to only specific content folders.

Restrict folder access for custom authors

While creating a custom author, you can now assign content folders to the author. Choose the option Selected Folders.

After you click the option, a new dialog opens, where you can assign the folders to the custom author.

Select the folders for the custom author

Choose the folders and click OK.

Learning Summary Dashboard for Custom Admin custom-admin-dashboard

Custom admins can see the same view as what an Admin sees. A custom admin may data outside his scope. This is only applicable if the custom admin has full scope. To grant full scope, while creating a custom admin, enable the option Full Control in Account Summary Report.

Create a custom role

As a result, the options, All Catalogs and All User Groups will get selected and the rest disabled.

Define scope of privileges

Implicit permissions implicitpermissions

When a user is given a role with a specific entity, there might be cases where they need access to other entities as well to be able to perform tasks on the granted entity. For Instance, if a user is given Create access on Course entity, they need access to Skill and Tag entities so that they can associate them with the course being created. This tables gives you information of such implicit permissions.

Access a custom role accessacustomrole

When an Administrator assigns a custom role, you receive an email notification.

Note: If you are already logged in to Learning Manager under a custom role, you would require to relogin to Learning Manager to access the new role.

To switch between roles, click your profile icon on the upper-right corner of Learning Manager and select the role.

Learning plans scoped by configurable roles scopeconfigure

In earlier versions of Learning Manager, any Custom Role with permission to create learning plans could scope the learning plan for all types of user groups and Learning Objects.

The scope setting used to be disabled when learning plan access was granted, which gave the user access to All Catalogs and All User Groups by default.

All learning plans created by an Admin, by default, are applicable to all users. Users can also be assigned any Learning Object. On the other hand, users with Custom Roles have access to full scopes, for example, all catalogs, Learning Objects, or User Groups. This meant that admins were unable to create Custom Roles as expected that allowed access to Learning Plans for users with limited scope.

In this update of Learning Manager, you can create Custom Roles for Learning Plans that allow scoping of users and Learning Objects. In other words, Learning Plans can be created with a limited scope that is derived from a custom admin’s role scope.

Now, an Admin can define or restrict the scope while granting learning plan management access.

Custom admins can create learning plans with a limited scope, determined by the scope of the custom admin’s configurable role. Such learning plans are only accessible to custom admins with the same role, besides being accessible to regular admins. In addition, the custom admins cannot see any other Learning Plans in the account.

Existing custom admins, having access to Learning Plans, will always have full scope (by definition). They will have access to all learning plans in the account just like a regular admins do. New custom roles created with full scope and new custom admins added to such roles, will continue to have access to all learning plans.

Learning plans created by Admins and full scope custom admins will be created as usual and will not be limited by scope.

In the section Scope for Feature Privileges, grant access to User Groups and/or Catalog for the Custom Role.

Grant access to User Groups and/or Catalog for the Custom Role

Assign a user to the Custom Role.

Assign a user to a Custom Role

The user now logs in to Learning Manager as Custom Admin and now adds a Learning Plan.

When a new learner is added, the Custom Admin can select a training from the configurable role’s scoped catalogs only.

This learning plan is now applicable to the learner only if the user is also added to the group within the learning plan’s scoped user group. All other learners get exempted from this learning plan.

Learner gets added to the group learnergetsaddedtothegroup

The custom admin can select any user group that has users from within the role’s scoped user group.

When a user is added to the specified group, only users that are already part of the learning plan’s scoped user group and got added to the specified user group will be assigned the Learning Object.

Change in scope changeinscope

When the Admin changes the scope of the custom role, the change also cascades to the Custom Admin. When the Custom Admin chooses a Learning Plan that was already scoped by a previous custom role, a message is displayed, as shown below:

Message after scope changes

The Custom Admin now must update or refresh the earlier scope to the new scope.

Clicking Refresh Scope updates the scope. There is a warning message that displays.

Warning message after refreshing a scope

Clicking Yes updates the scope.

Add gamification report to a custom role gamification-custom

An administrator can enable gamification reports for a custom user.

When a user logs in as Custom Admin and clicks Reports on the left pane, the transcripts appear, as shown below:

Download the gamification transcripts

Click Gamification Transcripts, choose a user, and generate the report.

If an Administrator changes the level points, the reports show levels according to the current points.

Resetting gamification does not reset the level achieved date.

Frequently Asked Questions frequentlyaskedquestions