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4. Setting up Roles in Class Scheduling


Table of Contents
4.1 Overview
4.2 Viewing Roles
4.3 Adding Roles
4.4 Future Actions 
4.4.1 Deleting Future Actions
4.5 Downstream Implications of RBAC Changes for End Users
4.6 Different RBAC Permissions

4.1 Overview
Coursedog allows institutions to define user Roles by customizing permissions. These Role Based Access Control (RBAC) permissions dictate what Users are able to see and do in the platform. For example, a Department Scheduler should have different access than an Administrator in the Registrar's Office. Coursedog comes pre-built with a variety of Roles but offers flexibility around editing these Roles and adding additional Roles. Note, it is best practice to add a role for all custom roles. The pre-built Department Scheduler and Instructor roles have pre-defined dashboards that will not update despite changes to permissions. A list of all Role permissions and their implications can be found at the bottom of this article.

4.2 Viewing Roles

Location
Scheduling > Settings > Roles

Overview

There are several user Roles, including: Super Admin, Admin, Department Scheduler, and Instructor. You may view and edit permissions for each role by clicking on the various toggles next to each Role name. For an outline of these predefined roles and their permissions in Coursedog, click here. We recommend downloading this spreadsheet and using it as a tool to visualize and collaborate on roles.

4.3 Adding Roles

Overview | Permission Options | Conditional Permissions
Custom Roles v. Pre-Built Roles | Allowed Terms | Custom Conditions

Overview
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 (Course Editor, Requests, Reports, Institution Settings, Optimizers, Preference Forms, and Rooms).  


Permission Options

Permissions for each functionality in each module can be set to 'Allow' or  'Deny.' Certain permissions additionally have an 'Allow If' statement which is followed by a condition, as seen below.


Conditional Permissions

  1. If you set a permission to 'Allow If' and leave the conditions field blank, this is equivalent to having the permission set to 'Allow.'
  2. The available 'Allow If' parameters are 'User is assigned to department,' 'Term is not historical,' 'Term is current scheduling term,' and 'Allowed terms.' 
  3. Additionally, 'Custom conditions' can be built for the 'Edit Sections' permission, and 'User can edit section' can dictate when a role is able to delete sections.


Custom Roles v. Pre-Built Roles

  • You will see a difference between Custom Roles you create and the Pre-Built Department Scheduler Role. 
  • Pre-built roles have custom views of the left-navigation. For example, you may notice the pre-built Department Scheduler role will not see an 'Optimizer' module on the left nav bar. Custom roles, on the other hand, will always display the standard (comprehensive) list of modules on the left nav bar.
  • RBAC allows for permission restrictions to be enforced. For example, if you create a custom role and set the 'Run Section Optimizer' permission to DENY, a user with that role will see the 'Optimizer' module in the left nav bar (since this is a custom role) but will not be able to run the Section optimizer (given their permission set-up).

Allowed Terms

Allowed terms allows you to make role based access control term-specific.


Custom Conditions
Custom conditions allow you to build filters dictating when editing a section is permissible.



4.4 Future Actions 

Location
Scheduling > Settings > Roles > 'Future Actions' button (top right)


Overview

The Future Actions function allows administrators to change user permissions on a certain date, acting as a one-time trigger to change the permission settings in the Coursedog system. Some examples include cutting off access to the section editor on a certain date or granting access to the editor at the start of term scheduling. 


Adding a Future Action

Step One: Select the '+ Future Actions' button.


Step Two:  Review/complete the modal.


Send Date

  • On the 'Send Date', the roles designated in the 'Roles' field will permanently change permissions to match what is designated in the future action 'Permissions.' 
  • Once this action takes place, the roles are set until manually changed under Roles or until another future action updates them. You can also change the scheduling phase with a Future Action. To learn more about Phases, refer to this article.
  • After the 'Send Date' has passed, the future action no longer has any functionality. For instance, changing the permissions in a future action that has already occurred does not undo the role change.
  • If you change the 'Send Date' of a future action that has already occurred, this does not undo the role change; it simply adds a new trigger to update permissions on the new send date. 


Step Three:  Click 'Add Action'.


Activating Future Actions

  • Future actions will activate at 12:01 PST on the designated date.
  • They will only update when the page is reloaded. 
  • If a user does not close their browser, they will not see the change until midnight when the page automatically reloads.
  • Please include a 24 hour buffer into your future actions to ensure all users see the change on the designated date - or ensure all users reload their browser.
  • Future actions also have the ability to send emails when the future action is executed:


Users can specify the email subject and email body with a WYSIWYG editor. User's must specify a list of roles to whom the email should be sent to. If no roles are specified, the email will not be sent. Note that the notification will be sent to all users with the specified Role, regardless of Product association. For example, if you detail 'Admins' should be Email Recipients, then any user with the 'Admin' role will receive this notification - even those that may only have access to other products like Events, Curriculum, or Catalog Management.


4.4.1 Deleting Future Actions

Users with the appropriate access may modify or delete Future Actions up until they are executed. When a Future Action is executed on the Send Date, the option to delete the Future Action is removed.


Able to Delete
The below image shows a Future Action scheduled to send in the future. It is editable and can be deleted because it has not been executed. 


Unable to Delete
Once a Future Action is executed, you will no longer have the option to delete the entry as shown below. The action is stored for historical purposes. 


4.5 Downstream Implications of RBAC Changes for End Users

It’s important to understand the implications of changing Role Based Access Control (RBAC) permission settings for users who are currently navigating the platform while those edits are made. In short, role setting changes relating to permissions do not take effect in real-time. Any changes to role permissions require a browser refresh in order for such permission edits to take effect for end users. For example, if a particular role initially was allowed to add sections and a user with that role were navigating the platform while you removed the role's access to add sections, the end user would not be faced with that new restriction until they refreshed their browser.


In order to avoid end users continuing to operate under an outdated set of permissions after you have made edits, you should either: 

  • Prompt all users to refresh their browser after you have changed role permissions, or
  • Not allow access to the platform for 24-hours after your changes have been made (this will result in Coursedog forcing a timeout, which will consequently require a browser refresh when users log in again)

4.6 Different RBAC Permissions

Overview | Preference Forms | Instructor Dashboard | Rooms | Reports
Requests | Institution Settings | Optimizers | Relationships | Rollover

Overview

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


Course Editor

Access 
Description
Add Courses
  • Allows user to add courses
  • Recommended for super admin and admin
Add Courses From Curriculum 
  • Allows user to add courses to the section editor from the course inventory in Curriculum
  • Recommended for super admin and admin
Edit Courses
  • Allows user to edit courses
  • Recommended for super admin, admin, and department schedulers (if the course is in their department)
Add Sections
  • Allows user to add sections
  • Recommended for super admin and admin
Select Section Type For New Sections
  • Allows user to select the Section Type before creating the section 
  • Currently, this is specific to Peoplesoft customers. Some Section Types have different default values such that the user must select the Section Type before a Section gets created
Edit Sections
  • Allows user to edit section
  • Recommended for super admin, admin, and department schedulers (if the course is in their department)
Delete Sections
  • Allows user to delete section
  • Recommended for super admin, admin, and department schedulers (if they are allowed to edit the section
Add Instructors
  • Allows user to add instructors in Users Module
  • Recommended for super admin and admin

Edit Instructors
  • Allows user to edit instructors’ details in Users Module
Allow Duplicate Instructors In Section


  • Allows a user to assign an Instructor multiple Meeting Patterns within a singular Section
  • Note this is PeopleSoft specific

Assign Instructors From Other Departments
  • Allows a user to assign an Instructor from any outside department to a section
View Other Department Schedules
  • Allows a user to view Schedules pertaining to Departments outside of their own on their Home page
View Instructor Profile
  • Allows a user to view an instructor’s profile
View Schedule Analytics
  • Allows the user to see analytic information about sections within Coursedog
Filter Dashboard Departments
  • Setting this to allow will only allow the user to see departments assigned to their profile (assuming they have one or more Departments associated to their user)
Submit Department Schedules
  • Allows a user to submit a department schedule
Allow Inline Editing

  • Allows a user to edit the instructor, room and meeting pattern of a section without opening the section editor
  • This provides users access to edit instructors, rooms and meeting patterns regardless of the other permission settings
Ignore Term Specific Access
  • Allows user to be omitted to restrictions applied at the Term level
View Section Integration Status
  • Allows a user to view status upon opening a section in the Section Editor
  • This should always be allowed and will notify schedulers of any merging issues for sections.
View Historical Terms
  • Allows users to view historical terms in the course editor
Assign Rooms To Sections
  • Allows a user to assign a room in the Sections Editor
Role Permission by Room Type
  • Controls which rooms a user sees for selection in the Section Editor room-select modal (i.e. affects search results)
  • If set to Allow If, users will be able to see a multi-select for Room Attributes that displays the list of existing Room Attributes (and where more than one can be selected from the list)
  • This permission can be added to the phases configuration


Preference Forms

Access 
Description
Add Forms
  • Allows user to create new preference forms
Edit Forms
  • Allows a user to edit existing preference forms
View All Forms Within Institution
  • Gives user access to view all the preference forms created within the institution


Instructor Dashboard

Access 
Description
Show Dashboard
  • Allows users to view Instructor Dashboard on the Home page


Rooms

Access 
Description
View Rooms
  • Allows users to view rooms
Add Rooms
  • Allows users to create new rooms
Release Rooms
  • Allows users to release rooms for Scheduling availability to add or use in a Section
  • Typically reserved for Super Admins or Admins
Edit Rooms
  • Allows users to edit the details of existing rooms


Reports

Access 
Description
View Reports
  • Allows a user to view the Reports module
View User List Report
  • Allows a user to view the Report of all Users in platform
View User Activity Report
  • Allows a user to view the Report outlining User Activity
  • Recommended for a Super Admin or Admin


Requests

Access 
Description
Add Approval Workflows
  • Allows user to create new workflows to approve certain requests
Edit Approval Workflows
  • Allows user to edit the existing workflows used to approve certain requests 
Edit Request Settings
  • This allows a user to edit the settings of specific requests
Force Approve Requests
  • Gives a user the ability to send a request straight to approval, bypassing the approval workflow
View All Requests
  • Gives a user access to view every request made within an institution
Archive Requests
  • Allows a user to archive a request
View Archive Requests
  • Allows a user to view Archived Requests in the Requests module
Edit Requests
  • Allows a user to edit a request
Delete Requests
  • Allows a user to delete a request
Edit Requests Without Updating Workflow
  • Allows a user to edit a Request while allowing the request to continue it's on-going progress through the workflow.
Add Section
  • Allows a user to add a section
Add Section from Course Inventory
  • Allows a user to add a section from a course in inventory (curriculum), that isn't in the current schedule
Edit Section
  • Allows a user to edit a section
Delete Section
  • Allows a user to delete a section


Institution Settings

Access 
Description
Edit Rules
  • This allows a user to edit the Section and Meeting Pattern rules
  • Recommended for Admin only
Edit Department Settings
  • This allows a user to make edits to the settings of specific departments
  • Recommended for Admin only
Edit Standard Meeting Patterns
  • This allows a user to make edits to standard meeting patterns
  • Recommended for Admin only
Edit Terms
  • This allows a user to edit terms
  • Recommended for Admin only
Edit Term Date Exceptions
  • This allows a user to edit the date exceptions within a term
Edit Term Conversion Dates
  • This allows a user to edit the conversion dates within a term
Edit Scheduling Workflow
  • This allows a user to make edits to approval workflows
  • Recommended for Admin only
Edit Users
  • This allows a user to create, delete and edit Users
  • Recommended for Admin only
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 Admin only
Edit Future Actions
  • This allows a user to edit existing Future Actions
Edit Phases
  • This allows a user to edit existing Phases
Edit Field Options
  • This allows a user to make changes to the section, instructor, room and course templates in Field Options
  • Recommended for Admin only
Edit Notification Events
  • This allows a user to change, delete or make new notification events
  • Recommended for Admin only
Edit Groups
  • This function represents future functionality and does not affect the current product
Edit Workflow Notification Settings
  • This allows a user to make edits to the email notification template


Optimizers

Access 
Description
Run Section Optimizer
  • This allows a user to run the section optimizer
  • Recommended for Admin only
Run Time Optimizer
  • This permission allows for a user to see the 'Time Scheduling' settings related to running the time optimizer component of the section optimizer
Merge Optimizer Results
  • This allows a user to merge the results of an optimizer run into the section editor
  • Recommended for Admin only


Relationships 

Access 
Description
View Relationships
  • Allows users to view Relationships
Add Relationships
  • Allows users to create new Relationships 
Edit Relationships
  • Allows users to edit the details of existing Relationships


Rollover

Access 
Description
View Rollovers
  • Allows users to view rollovers
Execute Rollovers
  • Allows users to execute rollovers
View Historical Terms
  • Allows users to view historical terms







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