Table of Contents
How can I allow a role to override a field’s term-specific editing access?
How do field-level term permissions interact with role-based term permissions?
How can permissions be used for multi-term scheduling?
Related Articles
How can I allow a role to override a field’s term-specific editing access?
Overview | How To Do It | Use Case | Additional Note
Overview
An admin can determine whether a particular field in a template (i.e. Section Template) is editable by configuring “Editable by Role” and “Editable by Term” permissions in the template's Field Options. There might be instances, however, where a given role needs to be able to override the field-level “Editable by Term” permission.
How To Do It
When you want a role to be able to override the field-level “Editable by Term” permission, set the role's “Ignore Term Specific Access” permission to “Allow”.
This permission is found under Academic Scheduling > Settings > Roles > (Select Role) > Course Editor > Ignore Term Specific Access.
Use Case
Let's assume Coursedog University would like to initially make “Part Of Term” in the Section Dashboard editable for the Spring 2021, Summer 2021, and Fall 2021 terms for a handful of roles. An admin can configure this rule at Academic Scheduling > Settings > Templates.
On the Section Template, the Admin must click on the particular field (e.g. Part Of Term) to configure “Editable by Role” and “Editable by Term” permissions in the left-hand menu. In this example, Coursedog University has determined that only the listed handful of roles may edit Part of Term fields, and only for the listed terms. In other words, in order to be able to edit a field under Part of Term, the given user must satisfy both of the following conditions:
Must have been assigned one of the roles detailed under “Editable”.
Must be scheduling one of the terms listed under “Editable by Terms”.
A few weeks into the scheduling term, Coursedog University would like to make it so the Part of Term field is no longer editable for the Spring 2021 term for most roles. As such, the Admin will remove Spring 2021 from the allowed terms listed under “Editable by Terms”. In which case, no user – regardless of their role – may edit the “Part of Term” field for Spring 2021 once this term is removed from “Editable by Term”.
If Coursedog University would like to only allow, for example, “Admin - Scheduling” to edit the Part of Term field for Spring 2021, thereby overriding the field-level restriction, they may do so by setting the “Ignore Term Specific Access” permission to “Allow” for Admin-Scheduling (as shown under “How To Do It” above).
Once this permission is set to “Allow”, the “Admin - Scheduling” role will be able to edit the Part of Term field for Spring 2021, even though this term is not listed as “editable” within Field Options.
Additional Note
In order to limit which terms the noted role is allowed to override the field-level term restrictions, the Admin must go to Academic Scheduling > Settings > Roles > (Select Role) > Course Editor > Edit Sections and determine the allowed terms by:
Selecting “Allow If” from the dropdown.
Selecting “Allowed Terms” from the list of conditions.
Inputting the terms you wish to allow.
Please note that setting term access via the “Allow If” condition will override any term-specific field options. In other words: users will only be able to edit sections listed under Edit Sections > Allow If.
How do field-level term permissions interact with role-based term permissions?
Overview | Role-Based Term Permissions | Field-Level Term Permissions | How the Two Permissions Interact
Overview
There are two types of permissions that influence whether or not a user is able to edit a section field: field-level term permissions and role-based term permissions.
Role-Based Term Permissions
These are found under Academic Scheduling > Settings > Roles and are typically defined by an admin.
These permissions indicate what any given role is able to do throughout the platform.
Field-Level Term Permissions
These are found in the section template (Academic Scheduling > Settings > Templates > (Select Card) > Advanced Settings) and are typically defined by an admin.
These permissions impact what fields are visible and/or editable in the section editing modal.
How the Two Permissions Interact
Overview
Generally speaking, a section field is editable by a user if both of the following criteria are met:
“Edit Sections” (role-based permission) is set to “ALLOW” or “ALLOW IF” and whatever specified condition is met.
“Terms allowed to edit” (field-level term permissions) is either empty or is populated with the term in question.
Example
There is a role-based "Allowed Terms" conditional permission that exists on the "Edit Section" permission, which indicates during which terms a user can edit a section. We’ll call these "Edit Section Allowed Terms".
Then there are field-level term permissions that exist in the Section Template. We’ll call these "Field-Level Allowed Terms”.
If we are determining if a user can edit the "Instructor Role" field for a section in Fall 2020, that term (Fall 2020) will need to be listed at both "Edit Section Allowed Terms" and "Field-Level Allowed Terms":
How can permissions be used for multi-term scheduling?
Overview
If you would like to allow some section editing for different terms at the same time, you can use permissions to establish what users are able to do for which term.
Example
Let's say there are two terms where you want at least some editing for sections to occur: Fall 2020 and Spring 2021. Fall 2020 is mostly done, so you only want the Class Size field to be editable. For Spring 2021, you want all fields to be editable.
Set up Edit Sections Allowed Terms = "Fall 2020, Spring 2021". This means the user can edit the section (even if there are permissions inside the section that lock certain fields). If Fall 2020 is not included, then the user will not be able to edit any field in Fall 2020.
Set up Field Level Allowed Terms for the Class Size field to be "Fall 2020, Spring 2021". For every other field, set it to just "Spring 2021".
Setting the above permissions as outlined above will result in the Class Size field being editable in both terms, but all other fields being editable in only Spring 2021.