Security Roles: Create a Custom Security Role – Convergence Training Support Center

The Express LMS is a basic feature LMS and does not include all the features of a full service LMS. The Express LMS does not include the ability to create custom security roles. Please contact our support team at support@convergencetraining.com for more details and options.

INTRODUCTION

Creating a custom security role is a great option in order to further limit or increase a role's (therefore and administrator's) responsibilities. You must be a master administrator to create a custom security role.

Please contact our support team when you want to create a custom security role. Creating a custom role requires patience and testing to insure the role works properly. You can set up an appointment with our support team to walk you through the process of setting up and testing the role so it works as expected.

BEST PRACTICES

Create custom security roles thoughtfully. Managing a large number of security roles can become a burden.
Use the description field to document the roles' purpose, what the role can do, and why the role was created. Months from now, it is not likely you will remember why the role was created or its purpose. This will be of great help in determining whether or not the role is still required at a future date.
Follow the steps below to insure that the role works the way you expect it to.

CREATE A CUSTOM SECURITY ROLE

The easiest method to create a custom security role is to start by copying an existing pre-configured role and then add or remove functions as needed to come up with the security role that meets the needs of your company. For example, if I do not want my Admins to be able to manually credit documents, videos, CBTs and quizzes. I can copy the Admin role and then remove the credit functions that I don't want them to be able to perform.

Depending on what you are trying to accomplish, creating a custom security role can be a lengthy process. Please feel free to contact our support team by emailing support@convergencetraining.com. They will be happy to work with you to help you create the role.

There are five steps to create a custom security role:

STEP 1: Copy an existing pre-configured security role.

STEP 2: Edit the role to rename it and move it to the desired target (organization unit).

STEP 3: Add and remove the desired functions.

STEP 4: Test the role.

STEP 5: Assign the role.

STEP 1: COPY A ROLE

Follow these steps to copy a security role to a new target:

Click the Administration tab at the top of the screen.
Click Security, then Copy Roles on the left menu bar.
Click the Select button to the right of the Choose the Roles to Copy field.
1. Click the checkbox to the left of one or more roles from the list of Available Records table.
2. Click the right arrow to move the record(s) to the Selected Records table.
3. Click the Select button to complete your roles selection. You will be returned to the Copy Roles screen.
Click the Select button to the right of the Choose Where to Copy the Role(s).
Note: You cannot copy the same role to an organization unit where the role already exists. For this reason, the instructions below will direct you to copy the role to a team temporarily.
1. Choose Team from the Look for drop down list.
2. Click the check box to the left of any team name in the Available Records table.
3. Click the right arrow to move the record(s) to the Selected Records table.
4. Click the Select button to complete your units selection. You will be returned to the Copy Roles screen.
  1. Click the Save button.
Click the Close button after the copied confirmation appears.

STEP 2: EDIT THE COPIED ROLE

Follow these steps to edit the copied role and change the name of the role, location:

Click the Administration tab at the top of the screen.
Click Security, then Roles on the left menu bar.

Search and locate the role just copied. The easiest method to do this is to search for the team name in the location field column.
Click the Edit button to the left of the role.
Click the Select button to the right of the Location field.
1. Choose the organization unit (new target) from the Look for drop down list. For example, Organization.
2. Double click the desired organization unit from the list of Available Records table to move it over to the Selected Records table.
3. Click the Select button to complete your units selection. You will be returned to the Edit Role Screen.
Click the Select button the right of the Target field.
1. Choose the organization unit (new target) from the Look for drop down list. For example, Organization.
2. Double click the desired organization unit from the list of Available Records table to move it over to the Selected Records table.
3. Click the Select button to complete your units selection. You will be returned to the Edit Role Screen.
Type the new name in the Name field. For example, Admin Role - No Credit Training.
Type a description in the Description field.
Note: As a best practice, provide the purpose of the role, what the role can or cannot do and who will be assigned this role.
Click the Save button.

STEP 3: ADD AND REMOVE DESIRED FUNCTIONS FROM THE ROLE

The Edit Role function includes a tab that represents every tab in the LMS. Each tab allows you to change the settings for the functions available on that tab. Refer to the following articles to set up your security role.

Security Roles: Details Tab | Security Roles: Home Tab | Security Roles: Training Tab and Catalog Tab | Security Roles: Administration Tab |

STEP 4: TEST THE ROLE

It is recommended that you assign this role to a test user record. Then, sign on as the test user to make sure that the role works as expected.

Refer to Users: Create, Edit and Delete article for instructions to set up a test user.
Note: As a best practice, create a user name such as TestUser1 rather than create another record using your name. This way, you will not inadvertently assign or credit activities to the wrong user record.

Refer to the Security Roles: Assign and Unassign article to learn how to assign a security role to your test user.

STEP 5: ASSIGN THE ROLE

Once the role has been tested and meets your requirements you can assign the role to your users.

Refer to the Security Roles: Assign and Unassign article to learn how to assign a security role.