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.

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. 

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 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.

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

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 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.

Assign a user to the 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

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:

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.

Clicking Yes updates the scope.

Add gamification report to a custom role

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:

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.