Access control is about deciding who can access content and what level of visibility they should have over all content. We want to make it easy for you to manage access when it comes to content creation. Access control ensures that only the right content creators can work with a piece of content. It can be used for modules, learning paths, and journeys.
Keep reading to learn how to use Manage Access.
How to Manage Access
Regardless of the content, you should follow the same steps to change the Manage Access settings:
Go to the module, learning path or journey where changes should be made
Click the three dots
Click Manage Access
Once clicked, you will see an overview where you can make corrections based on your needs.
If you need all users with access to the feature to have access to the content, you can do so by making sure that the swipe button is toggled on.
If you need to decide on a specific access group, then you should disable the swipe button and manually add the users who should have access.
Quick tip💡 All owners (admins with the default owner permission type and top department) will always have access to the content regardless of the access settings.
How does it look for content creators?
For content creators who have been granted access, the content will appear as usual in their module, learning path, or journey overview. For those without access, the content will not appear in their overview.
Access Control Options in Permission Settings
Access Control works hand-in-hand with permission types to control not just who can access content, but also what actions they can perform. You can fine-tune each permission to ensure the right people have the right access.
There are three options to choose from:
Creator manages access
The user can manage access for content they have access to. They can add or remove users from their department and sub-departments. However, they cannot change the option “Make this available to all users with administrative permission” unless they are the owner of the content.
All admins have access
The user cannot either remove nor view access settings as they have no access to Manage Access.
When such user creates a module/learning path/journey, it is automatically available to all admin users with administrative permissions.
Creator & Platform Owner only
There is no access to Manage Access.
Only the creator of the piece of content and the top platform owners can view content created by such user.
Good to know💭 When creating a new permission, the second option is selected by default.
We suggest that you also skim through our article about Permission types. This gives you more knowledge on the topic.
FAQ about Access Control
We know that Access Control can be more difficult to become familiar with; therefore, we have set up the most frequently asked questions below to give you a quick and easy overview.
Q: What is the default permission after release?
A: All Super admins have the permission: Creator manages access, and all users have the permission: All admins have access.
Q: What about Super admins?
A: Regardless of the permission, the Super admin will always have access to all content, even if it is set to private.
Q: What about owners?
A: Regardless of the permission, the owner will always have access to their own created content.
Q: What happens when a permission gets changed?
A: Access settings on already existing content will not be affected. Only access on newly created content will adapt based on the new permission.
Q: Who does the feature apply to?
A: Access Control is only applicable to admins and users with permission to create, edit, or delete content and will not affect learners who get learning content assigned directly or access it via public learning.
Q: What about Sharings and Learning paths?
A: If you manage access for a sharing, those included can see but cannot access the Modules and Learning paths inside that Sharing. Same with Learning paths. If you grant access to a learning path, these collaborators can see but cannot access the modules inside that learning path.
When private content is already part of another content, it will be visible inside that content to everyone and removable by anyone. However, they will not have access to the content of that element.
Q: I have a colleague who cannot access the same module, learning path, or journey as me. Why?
A: It could be your access settings, so it is advised that you ensure that they have been granted access in Manage Access.
Q: How do I find out who created a module, learning path or journey?
A: Open Manage Access and look for the person with the "owner" label. If no one is listed as owner, then the person who made it are no longer on the platform.
Good to know💭 All users with access to analytics will be able to view learning progress for the content, even if access is restricted to a smaller group.