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Custom roles

  1. Captivate Prime User Guide
  2. Introduction
    1. New features summary
    2. Release Notes
    3. System requirements | Adobe Captivate Prime
    4. Captivate Prime compliance to GDPR
    5. Accessibility in Captivate Prime
    6. Support for custom domain
  3. Get Started
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    5. Captivate Prime Content Catalog
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    31. Getting started as Administrator
    32. Purge users
    33. Tags
    34. Captivate Prime integration with Slack
    35. Captivate Prime Content Catalog
    36. Custom roles
    37. Catalog labels
    38. xAPI in Captivate Prime
    39. Monitoring and moderating Social Learning as an admin
    40. Enable full control of shared catalog
    41. Map skill with skill domains
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    9. Manage custom roles via CSV files
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    2. Managing learners for your session
  8. Learner
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    18. Social Learning in Captivate Prime
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    21. Share to Social Learning
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  10. Frequently Asked Questions
    1. Frequently Asked Questions for Administrators
    2. Frequently Asked Questions for Authors
    3. Frequently Asked Questions for Instructors
    4. Frequently Asked Questions for Managers
  11. Knowledge Base
    1. Unable to log in to Captivate Prime
    2. Learning Summary does not display current data
    3. Unable to upload a CSV
    4. Generate a HAR file
    5. L1 feedback auto popup does not appear
    6. Unable to view certain courses under catalog while creating a Certification
    7. Unable to view certain course under catalog while creating a Learning Program
    8. Issues in retiring a Learning Program
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    10. Session expires in Captivate Prime
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    12. Troubleshoot migration issues
    13. Troubleshoot Captivate Prime app issues
    14. Users get auto deleted in Captivate Prime
    15. Publishing issues in the EU domain
    16. Unable to register as external user
    17. Okta Active Directory integration with Adobe Captivate Prime
    18. Unable to view learners in a course
    19. Unable to view calendar
    20. Module is not marked complete after completing a course
    21. Unable to achieve a skill after completing a course
    22. Radio buttons are missing
    23. Unable to view file submissions in Captivate Prime

Captivate Prime Learning Programs are renamed to Learning Paths. This change happens immediately after the October 2021 release and the terminology of Learning Path is reflected for all 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.

Create a custom role

  1. Log in as an Administrator. Open Users > Custom Role.

  2. Select Create Role. The Create New Role tab opens.

    Create new role
    Create new role

  3. Enter the Name of the Role.

  4. Account privileges: These privileges give the role owners access to specific system configuration aspects and which act on the entire account. Choose the access permissions. The user gets full control over assigned permissions.

    Note: Scope is not applicable on these privileges.

    Set account privileges
    Set account privileges

  5. Feature privileges- Core features: Used to grant access to specific features for managing learning activities. Permissions to the following features can be given using this option.

    • Catalogs
    • Reports
    • Tags
    Set core feature permission
    Set core feature permission

  6. Feature privileges- Learning Objects:  Use this option to provide access to LOs related features. You can provide access to the following LOs .

    • Certifications
    • Courses
    • Job Aids
    • Learning Programs

    You can also grant specific operation control for the LOs . The permission can be one of the following:

    • Full Control
    • Edit and delete
    • Enrollment
    • Report
    Set LO permissions
    Set LO permissions

  7. Scope for feature privileges: The scope of Feature privileges allocated to this role can be restricted to a specific User Group or one or more Catalogs.

    Catalogs: Use the radio button to provide control over All catalogs or use the Set access per Catalog option to provide access to specific catalogs. You can also select multiple catalogs.

    User Groups: Provide access to All User Groups or use the Set access per user group option to provide access to specific user groups. Only a single user group can be specified.

    Note: If you have selected Announcement, Gamification, Email Templates, Skills, and Users under Account Privileges, the User Group access is provided to all user groups by default and this option is disabled.

    If you have selected Learning Plans under Account Privileges, access to all Catalogs and User Groups is provided by default and these options under Scope is disabled. 

    Define scope of privileges
    Define scope of privileges

    In Captivate Prime 27.6, you can create a custom role to be scoped over multiple catalogs with each catalog being granted different set of permissions.

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

    1. Click the option Set access per Catalog.

    2. Choose the catalogs and you can see the level of permission for each catalog. The permissions are as follows:



      Full Control

      Grants Full Control on all Learning Objects. Permissions include Add, Edit, Delete, Read, Enroll, and Report.


      Grants access to the Reports tab only of the Learning Object.


      Grants permission to only enroll for the Learning Object.

      Read Only

      Grants permission to only view the Learning Objects in the Catalog.

    3. Enable or disable the permissions according to your requirements.

    4. To save the changes, click OK. Then, to save the changes for the Custom Role, click Save.

    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:

    • Only view content from the catalogs he/she has access to.
    • Access any Learning Object based on the permissions of the Catalog the Learning Object is a part of.

    As an Administrator, you can:

    • Choose more than one catalog for a Custom Role.
    • Modify the permissions of a catalog any time.
    • Remove the catalogs from a scope to which you no longer want to grant permissions.
    • Implicitly grant Read Only permission to a catalog, when you grant permissions to the catalog.

    The table below illustrates how permissions are granted.


    Catalog Level Permission

    Learning Object- Level Permission

    (Ex: Courses)

    Full Control



    Read Only

    Full Control

    Full Control



    Read Only




    Read Only

    Read Only

    Edit & Delete

    Edit & Delete

    Read Only

    Read Only

    Read Only



    Read Only


    Read Only

  • A custom admin having permission to  Settings will be able to configure the schedule for sync or sync users from Data-source even if they don't have permission to the Users entity.
  • If a custom admin has permission on the Users entity, they can assign Admin role to themselves and become a standard Admin.

Restrict folder access for custom authors

Captivate Prime 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. 

Folder access for custom authors
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.

Choose folder
Choose folder

Choose the folders and click OK

Learning Summary Dashboard for Custom Admin

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 custom role
Create custom role

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

Scope of feature privileges
Scope of feature privileges

Implicit permissions

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 Type Entity Permission granted by admin Implicit Entity Permission Implicit Access
Manage User Group Crud
Enroll All los (course, job aid, learning program, certification) User
Learning plan

Content group
Job aid

Tag Read
Create Course Content group
Job aid
Read on all
Create Learning program
Create Learning plan Catalog
All los (course, job aid, learning program, certification)
Create Announcement User
All los (course, job aid, learning program, certification)
Create Gamification Branding Write
* User Billing Read
* Catalog Group
All los (course, job aid, learning program, certification)
* Setting Branding
* Branding Setting Read
* Billing
User Read

Access a custom role

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

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

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

Learning plans scoped by configurable roles

In earlier versions of Captivate Prime, 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 Captivate Prime, 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.

Scope for feature privileges
Scope for feature privileges

Assign a user to the Custom Role.

Assign users to custom role
Assign users to custom role

The user now logs in to Captivate Prime 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

Add learner to the group
Add learner to the group

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

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:

Change scope
Change scope

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.

Refresh scope message
Refresh scope message

Clicking Yes updates the scope.

Add gamification report to a custom role

An administrator can enable gamification reports for a custom user.

  1. In the Custom Roles page, enter the name of the custom role.

  2. In the Feature Privileges: Core Features section,  enable the option Full Control for the category Reports.

  3. In the section Users, select the user that will be assigned the newly created custom role.

  4. Click Save.

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

Download gamification transcripts
Download 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

1. How to create a Custom Role?

A Custom Role is like a subset of an Author or Administrator role. Allow one or multiple privileges, define the scope, and assign the role to a user.

Click Users > Custom Roles. In the Custom Roles page, click Create Role. Enter the name of the custom role and set the privileges for the role. For more information, see Create a custom role.


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