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Setting up Roles in Curriculum Planning

Roles

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

 

Roles

On your dashboard, navigate and select Settings.

Then, navigate to Roles.

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

 

Adding a Role

If your institution needs to add a new role, you can do so by navigating to +ADD ROLE under the Roles tab.

 

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

 

The modules include:

  • Courses

  • Programs

  • Forms

  • Agendas

  • Settings

Each permission can have three values:

  1. Allow

  2. Deny

  3. Allow if (If permission is set to "Allow if", there is a list of conditions that can be applied).

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 and control  

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

  • 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

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 allows a user to edit requests. Note, 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.  

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

Copy Requests

  • Allows user to copy requests

 

Institution 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 committees

Edit Workflow Notifications Settings


  • This allows a user to edit workflow notification settings

 

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. 

If both permissions are set to "off", and a user has the "edit request" permission and edits a request, they will see the following message when they save. 

The message explains that saving the request will reset the workflow and disregard all existing approvals. 

If one or both permissions are set to "on", a user will have a dropdown allowing them to choose a request reset option. 

Note: Resetting the workflow means regenerating the workflow based on the workflow template defined in settings. All logic jumps and dynamic steps will be re-evaluated, and any new steps that result will be injected into the reset workflow. 


1. Reset Workflow - All prior approvals will be disregarded. 

    This is the default logic that will be implemented when a user does not have any of the extra permissions. This will reset the workflow, remove all existing approvals, and send the request back to the author step


2. Reset Workflow - All prior approvals will be maintained.

    This action will reset the workflow, but keep all existing approvals. If after the workflow resets, no new steps have been added, the workflow should remain at its current step. If any new steps were added to the workflow during the reset process, the workflow will be sent back to the first step that has not been approved. 


3. Do Not Reset Workflow

    This action will allow users to save the request without reseting the workflow

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