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ROLES: Setting Up Roles in Curriculum Management

Table of Contents

Overview
Available Roles
Adding a Role
Form Field User Control
Role-Based Access Control (RBAC)
Reset Workflow Permissions
Request Editing Permissions
Hard-Coded Logic

Overview

Coursedog allows institutions to set a variety of permissions by assigning roles to their users, differentiating between a faculty member that makes a curriculum request and an admin that manages forms and workflows.

Available Roles

PATH: Curriculum Management > Settings > Roles

There are several delivered user roles in Curriculum Management to select from, or you may choose to design and add a new role if one is needed. 

Adding a Role

PATH: Curriculum Management > Settings > Roles > +Add Role

Overview

Each configurable role allows or limits editing access to Coursedog functionality across the platform in each of the modules, including: 

  • Courses

  • Programs

  • Forms

  • Agendas

  • Settings

Permissions

For most functionality, permissions can be set to either “Allow” or “Deny”. However, a few permissions additionally have an "Allow If" (conditional) option. If “Allow if” is selected, a list of conditions will need to be applied. If “Allow if” is selected but no conditions are defined, that is the same as setting it to “Allow”.

Conditional Permissions

The following functions include a conditional (“Allow if”) option: 

  • Courses – Edit Courses, Delete Courses, Copy Courses

  • Programs – Edit Programs, Delete Programs, Copy Programs

  • Requests – Request Changes, Copy Requests

  • Settings – Edit Roles

  • Reports – View Course Not Taught Report

  • Document Type – View Document Type, Delete Document Type, Copy Document Type

Allowed Departments 

The Allowed Departments “Allow If” condition allows you to make role-based access department specific. Users can select which departments have editing and request changes capabilities on courses, programs, and requests.

Form Field User Control

Each form field can be configured to control what fields are visible to what user types. To set visibility, select a form field and click the dropdown titled "Visible for all roles", and select the user roles you would like the field to be visible for. 

Role-Based Access Control (RBAC)

Coursedog offers Role-Based Access Control for admins to manage who can and cannot perform specific actions in the Curriculum platform. The tables below detail the specific permissions that you can manage with roles.


Course Editor

Access 

Description

View Courses

  • Allows user to view courses

Edit Courses

  • Allows user to edit courses

  • Recommended for super admin, admin, and department schedulers 

Delete Courses

  • Allows user to delete courses

  • It is NOT recommended to add this permission

Share Courses

  • Allows user to share courses with others by copying and pasting the link

  • Recommended for super admin, admin, and department schedulers

Copy Courses

  • Allows users to copy courses

 

Programs Editor

Access 

Description

View Programs

  • Allows user to view programs

Edit Programs

  • Allows a user to edit existing programs

  • Recommended for super admin and admin

Delete Programs

  • Allows a user to delete existing programs

Share Programs

  • Allows a user to share existing programs

  • Recommended for super admin and admin

Copy Programs

  • Allows user to copy programs

 

Course Sets

Access 

Description

View Course Sets

  • Allows users to view course sets

Edit Course Sets

  • Allows users to edit course sets

 

Forms

Access 

Description

View Forms

  • Allows users to view forms

Edit Forms

  • Allows users to edit forms

 

Agendas

Access 

Description

View Agendas

  • Allows users to view agendas

Edit Agendas

  • Allows users to edit agendas

 

Requests

Access 

Description

Initiate Requests

  • Allows user to submit proposal for request. If user does not have permission, user cannot propose new course from home page or propose new [document type] in the course/program/document type inventories

Archive Requests

  • Allows a user to archive a request

View All Requests

  • Gives a user access to view every request made within an institution

Edit Requests

  • This grants a user the ability to edit ALL requests they have access to

  • To restrict what proposals can be edited, utilize the "edit proposal" permission in workflows

  • The author of the request can always edit the request regardless of permission settings

View Archived Requests

  • Allows a user to view archived requests

Delete Requests

  • Allows a user to delete a request

Edit Requests Without Updating Workflow

  • Allows a user to edit requests without updating workflow

Request Changes

  • Allows a user to request changes

Allow Additional Requests For In Flight Requests

  • Allows a user to request changes when a proposal is already in flight for a course or program (see “Request Editing Permissions” below for more information)

  • If this is set to ALLOW, and multiple proposals are in flight, the second one will override the changes from the first one

  • Best practice is to set this to DENY for all roles

  • Setting this to DENY prevents overlapping proposals for the same course or program, which can lead to loss of approved changes due to conflicting proposed changes


Copy Requests

  • Allows user to copy requests

Edit Own Requests

  • Allows user to edit requests that they submitted

 

Settings

Access 

Description

View Settings

  • Allows a user to view settings

View Departments

  • Allows a user to view departments

View Course Template


  • Allows a user to view course template

View Program Template

  • Allows a user to view program template

View Workflows


  • Allows a user to view workflows 

View Roles

  • Allows a user to view roles 

View Users

  • Allows a user to view users 

View Form Routing

  • Allows a user to view form routing 

View Terms

  • Allows a user to view terms 

View Committees

  • Allows a user to view committees 

View Health Checks

  • Allows a user to view health checks 

Edit Departments

  • This allows a user to make edits to the settings of specific department

  • Recommended for Admin only

Edit Course Template

  • This allows a user to make edits to the course template

Edit Program Template

  • This allows a user to make edits to the program template

Edit Workflows



  • This allows a user to make edits to workflows

  • Recommended for Super Admin and Admin

Edit Roles

  • This allows a user to make edits to existing roles or create new roles

  • Ability to create an Allow If conditional, specifying the allowed roles the user is allowed to edit. This allows a restriction where a user can edit Role X and Y, but not edit Role Z. If a user has restricted edit access to roles, they will see only a subset of those roles appear when they visit the Settings → Roles page

  • Recommended for Super Admin

Edit Users

  • This allows a user to create, delete and edit Users

  • Recommended for Super Admin

Edit Form Routing


  • This allows a user to make edits to form routing

Edit Terms

  • This allows a user to edit terms

  • Recommended for Admin only

Edit Committees


  • This allows a user to edit all fields in a committee. Note that the "roles allowed to edit committee" provides additional control to what roles can edit a committee. A user must have a role with the "edit committees" permission and a role that is specified in "roles allowed to edit committee" to edit the committee

Edit Committee Members

  • This allows a user to only the members + member workflow permissions in a committee. Same rules apply for "roles allowed to edit committee" 

Edit Workflow Notifications Settings


  • This allows a user to edit workflow notification settings

Edit Schoolwide Saved Views


  • Allows user to access the Schoolwide Saved Views dashboard and edit Schoolwide Saved Views

  • If set to DENY, user will be redirected to the homepage upon clicking Settings > Schoolwide Saved views


 

Drafts

Access 

Description

View Drafts

  • Allows user to view "drafts" in the left nav panel

Reports

Access 

Description

View Reports

  • Allows user to view "reports" in the left nav panel

Document Types

Access 

Description

View Document Types


  • This allows a user to view document types

Edit Document Types



  • This allows a user to edit document types

Edit template

  • This allows a user to edit template

Copy Document Types

  • Allows user to copy document types


Campus Documents

Access 

Description

View Campus Documents


  • This allows a user to view campus documents

Edit Campus Documents



  • This allows a user to edit campus documents


Reset Workflow Permissions

Permissions are used to control what options a user has when they edit a request. Learn more about reset workflow permissions here.

Request Editing Permissions

Reference the below table to see potential outcomes depending on whether "Request Changes" and "Allow Additional Requests For In Flight Requests" permissions are set to “Allow” and/or “Deny”.


Setting for “Request Changes”

Setting for “Allow Additional Requests for In Flight Requests”

Result

ALLOW

ALLOW

The user is able to propose changes to the given course/program, even if there are existing proposals in-flight.

ALLOW

DENY

The user is able to propose changes to the given course/program, but ONLY if there are no existing proposals in-flight.

DENY

ALLOW

The user is NOT able to propose changes to the given course/program (the second permission is a moot point in this scenario).

DENY

DENY

The user is NOT able to propose changes to the given course/program.


Hard-Coded Logic

There is some hard-coded logic in Curriculum Management that is tied to prebuilt roles. 

Roles Visible Only to Coursedog Users

  • The student and Coursedog roles are non-editable (invisible) to anyone who doesn’t have the Coursedog role.

  • Unless the user has the Coursedog role, they will be unable to see these roles and configure their permissions in Settings > Roles.

  • If you wish to change any related configurations and don’t have the Coursedog role, please reach out to your Coursedog Customer Success representative.

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