ELIS 2013 Manual

Organizational User Sets

Organizational User Set User Management

In conjunction with ELIS Roles, organizational user sets can be used to provide fine grained user management, so that an administrator of a user set or user sub-set can manage the enrollment of the users in his/her user set, but not manage (or even see) users in other user sets.

Example 1

A user can be assigned to an Administrator role in a user set, and then that user can see and edit the users in his/her user set, but not the users in other user sets on the site.

In the example below, the user Brinda is assigned the User Set Administrator role in the ACME Corporation user set.

User set role assignment

Because she has this role, when Brinda logs in she sees the Manage Users and Manage User Sets links. The bulk user actions link is also available under the Admin heading.

Manage users link

When she clicks the Manage Users link, she sees only the users in his user set and user sub-sets of the user set(1), and can edit those users(2). Note that some users have more icons available in the image, this is because those users are in the user set the user has the role in, the other users are only in user sub-sets of the main user set.

User set admin view of manage users screen

What Brinda can do is limited by the settings of the role she is in, for instance roles can be crafted that let John enroll his employees in classes, but not edit their information.

Example 2

For this example we will create a new role and discuss the capabilities and limitations of the new role.

To create a new role go to the Administration block > Site Administration > Users > Permissions > Define roles. Enable the following contexts for the role: Program, Track, Course Description, Class Instance, and User Set. Enable the following capabilities:
  • elis/program:class_enrol_userset_user
  • elis/program:class_view
  • elis/program:course_view
  • elis/program:overrideclasslimit
  • elis/program:program_enrol_userset_user
  • elis/program:program_view
  • elis/program:track_enrol_userset_user
  • elis/program:track_view
  • elis/program:userset_enrol_userset_user
  • elis/program:userset_view
  • elis/program:user_view

Save changes to create the role. For this use case we will assign a new user to this role in a user set and track, then assign a couple other users to the user set's Users tab. When creating user sets, programs, and tracks for a use case like this make sure they are associated with each other, but auto-enroll should not be enabled for the association in this use case. For example, when viewing a user set go to the Tracks tab to associate a track to the user set as shown in the following image.

User set track association

In this example the user is being assigned this role in a user set and a track.

The new role assignments enables the user to:
  1. View the user set, view the track, and view classes of the track. All of these items can be accessed via the Program Management block > Programs.
  2. View / enroll users of the user set in the track and classes of the track.
  3. View users of the user set in the Program Management block > Users > Manage Users screen.

The users of the user set will not be visible on the Users tab of the user set for the user assigned this role in this use case, unless the following capability is enabled - elis/program:userset_enrol. The capability will enable the user assigned the role to see any users on the user set's Users tab and assign any user on the site to the user set. The user will still only be able to view / enroll users assigned to the user set in the track or classes of the track.

Note: In ELIS versions 2.3.3.5, 2.4.3.5, and 2.5.1.5 a change has been made to the Currently Assigned user listings in ELIS. In previous versions the users displayed on the Available to Assign list could be filtered based on user sets, but the Currently Assigned list would show all assigned users regardless of user set association. The new versions of ELIS allow both the Currently Assigned list and the Available to Assign list to be filtered by user set association.

For example, if a class is available to many departments of a company and each department manager is assigned this role in a different user set and the same class, the department managers will only see the users in their user set on the Currently Assigned screen and the Available to Assign screen for the class.