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Custom Roles & Permissions
Custom Roles & Permissions
Stephen Krzeminski avatar
Written by Stephen Krzeminski
Updated over a week ago

The Permissions & Roles feature, accessible under the Users & Groups area, allows you to create any number of custom roles in the platform, giving you complete control over what your users can see and access.

This area is divided into three separate tabs, Power Users, Roles, and Datasets.

Roles determine what permissions are assigned to a user, such as the ability to edit courses or update course progresses. Datasets determine where those permissions are applied, such as which courses they can edit and whose course progresses are visible. Power Users are the users that have a Role and Dataset applied to them.

To begin the process of creating a Power User, click on the Roles tab and then on the Create Role button.

On the next page, you’ll see all of the possible permissions, each broken down into distinct categories. Use the checkboxes to enable permissions you want the Power User to have. Quite a few permissions will also ask you to choose whether they should have access to all of the content in their chosen dataset, or if their access should also be limited to the content they upload or create themselves.

Once you’re happy with the permissions they’ve been assigned, click the Create button.

As previously mentioned, you’ll also need to create a Dataset to specify where your newly created role can apply its permissions, so click on the Dataset tab and on Create Dataset.

On the next page, you’ll be able to start specifying items and areas they can access and view. Most options will have three settings, None, All, and Subset.

When selecting None, this will prevent the Power User from seeing anything related to the datasets. Similarly, All will allow access to all of the items related to the datasets. Subset lets you specify particular items that they have access to.

If Subset is chosen, you have two additional options available, the Specific option where you select individual items they have access to, and the Rules option that uses dynamic filtering. An example of a dynamic filter would be assigning a manager to any course that contains the word “onboarding”. You can stack as many rules together as necessary, and choose whether all or any of them must be met.

Regardless of what you’ve chosen, it’s important to carefully consider what they will need access to. For example, if you want a Power User to be able to manage course enrollments, they will need viewing permissions for both Courses and Users.

Dynamic Datasets

When you are adding a new filter or editing an existing one, you can use dynamic placeholders to assign users who match information found in the Power User's profile.

In other words, dynamic placeholders check the specified field in the Power User's profile and use whatever is entered as the filter.

For example, if a Power User has SkyPrep listed in their Company field, this User filter would assign all users who have SkyPrep as their Company.

You can also use multiple placeholders in the same field. In the following example, a custom Reports To field is using a placeholder that will assign users whose manager is the Power User's full name.

The filters refer to the default label/property of your user profiles and are as follows:


Combining Roles and Datasets

Once you’ve created your Role and Dataset, click on the Power Users tab, then on the Create Power User button.

Select the user(s) you want to set as a Power User, then click Next.

Choose the Role they should be assigned and click Next.

Finally, select the Dataset and click on the Create Power User button.

Congratulations! You’ve created your first Power User. In the Power Users list, you’ll now see them listed, together with options to Edit, Delete, and to Log In as User.

When a Power User logs in, they’ll see an interface that’s similar to the Admin one, but scoped to only show the features and content that they’re allowed to see. As an example, this Power User only has access to Users and does not have permission to view Groups, so that entire area of the platform will be inaccessible.

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