Users

Users Module Overview

The Users module is an administrative hub designed to manage user accounts, roles, permissions, and organizational structures. It provides a robust framework for controlling user access and tasks within the system, ensuring streamlined workflows and efficient collaboration. With functionalities for role creation, group and list management, and user hierarchy organization, it is essential for defining operational frameworks and access control.

Key Features and Functionalities

1. User Role Management

• Purpose: Define and assign roles with specific permissions, enabling role-based access control.
• Capabilities:
  • Create New Roles:
    • Roles have predefined types: Admin, User, and Guest User.
    • Each role defines access and permissions for different modules:
      • Permissions include:
        • Read: View data.
        • Write: Modify or create data.
        • Modify: Manage configurations.
      • Permissions are defined at various levels:
        • Own: Access is restricted to user-specific data.
        • Other/All: Access includes data related to other users or the entity as a whole.
    • Steps to create a role:
      • Provide a Role Name and Description.
      • Set permissions for different modules and actions.
  • Edit Roles:
    • Existing roles can be modified to update:
      • Permissions.
      • Role descriptions.
      • Role names.

Role Types:

• Admin:
  • Manages users, account settings, billing queries, and overall organizational maintenance.
• User:
  • Focused on tasks such as running campaigns, managing users, approving requests, and accessing assigned learning content.
• Guest User:
  • Limited access for completing pending invitations and downloading linked reports.

Use Case Example:

• A company assigns Admin roles to IT staff for managing user accounts and permissions and User roles to team leads for executing and tracking campaigns.

2. User Group Management

• Purpose: Organize users into logical clusters for streamlined management and assignment of assessments.
• Capabilities:
  • Create User Groups:
    • Groups cluster accounts based on organizational structure, teams, or departments.
  • Assign Assessments:
    • Assign specific assessments or assessment groups to user groups for easy distribution.

Steps to Create a User Group:

1. Provide a group name and description.
2. Add users to the group.
3. Assign relevant assessments or assessment groups to the group.

3. User List Management

• Purpose: Create subsets of users for targeted actions like campaign distribution.
• Capabilities:
  • Create User Lists:
    • User lists are collections of accounts, which are particularly effective for segmenting users for specific activities.
  • Campaign Targeting:
    • Lists simplify campaign targeting by focusing on specific subsets of users.

Use Case Example:

• A marketing team creates a user list for all sales representatives in North America to target them with a regional training campaign.

4. User Node Management

• Purpose: Define hierarchical relationships between users to facilitate workflows like approval processes.
• Capabilities:
  • Create User Nodes:
    • Nodes represent parent-child relationships.
  • Approval Flows:
    • User nodes establish clear hierarchical links to streamline approval flows.

Use Case Example:

• A company sets up nodes where a team lead approves submissions from individual team members before final approval by a department head.

5. User Management

• Purpose: Add and manage individual user accounts, assigning roles, groups, and permissions.
• Capabilities:
  • Create Users:
    • Add individual accounts and assign:
      • Role: An Admin, User, or Guest User role linked to pre-defined permissions.
      • User Group: Assign the user to a specific group.
  • Assign Roles and Permissions:
    • Users inherit permissions tied to their roles, enabling them to perform specific tasks within the system.

Steps to Create a User:

1. Enter the user's account details (name, email, etc.).
2. Select the appropriate role for the user.
3. Assign the user to a relevant user group or list.

Summary of Key Functionalities

User Role Types Summary

Key Notes

1. Configurable Access Control:
   • Role-based permissions ensure each user has appropriate access tailored to their responsibilities.
   • Flexibility in defining roles ensures that administrators can match application usage with organizational needs.
2. Organizational Efficiency:
   • Group and list management enable efficient targeting and assignment of tasks, reducing manual workload.
   • Node-based hierarchies simplify workflows like multi-level approvals.
3. Streamlined User Administration:
   • Creating and managing users is straightforward, with roles and permissions automatically inherited from predefined configurations.
4. Enhanced Collaboration:
   • User groups, lists, and nodes facilitate collaboration across teams, ensuring smooth workflows and improved task management.

Context and Benefits

The Users module serves as the backbone of organizational management within the system by providing tools to define roles, organize accounts, and establish workflows. With features like hierarchical node creation, campaign-specific user lists, and tailored roles, it ensures that users can perform their tasks effectively within the scope of their assigned responsibilities.

Key Benefits:

1. Improved Access Control:
   • Role-based permissions ensure users only have access to tasks and data relevant to their role.
2. Organized User Management:
   • User groups and lists simplify organizing and targeting users for campaigns or assignments.
3. Streamlined Approval Processes:
   • Nodes with hierarchical workflows ensure clear responsibility and accountability.
4. Increased Efficiency:
   • Centrally managing roles, permissions, and user associations speeds up administration and enhances operational efficiency.

Through a combination of robust role management and logical grouping functionalities, the Users module empowers organizations to optimize processes, ensure secure access, and facilitate effective collaboration across teams.