Collaboration is the action of working with someone to produce something.
We want to foster collaboration when it comes to content creation. Collaborators can be used to ensure that only certain content creators can access the content. They can be used for both modules, learning paths, and journeys.
Keep reading to learn how to use collaborators.
How to change collaborators
Regardless of the content, you should follow the same steps to change the collaborator settings:
Go to the module, learning path or journey where changes should be made
Click the three dots
Click Set collaborators
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 the collaborative team, then you should disable the swipe button and manually add the users who should be able to participate.
Quick tip💡 All owners (admins with the default owner permission type and top department) will always have access to the content regardless of the collaborative team.
How does it look for content creators?
For content creators who are a part of the collaborative team on the content, they will view it as usual in the module, learning path or journey overview. For those who are not collaborators, the content will not appear in the overviews.
Collaborators Options in Permission Settings
Collaborator options work 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 collaborators are assigned. There are three options to choose from:
The user can manage who has access
The user can manage collaborators for content where they are a collaborator. They can add or remove collaborators from their department and sub-departments.
However, they cannot change the ‘Make this available to all users with administrative permission’ option unless they are the owner of the content.
All admin users with permission have access
The user cannot either remove collaborators nor view them as they have no access to 'Set collaborators'.
When such user creates a module/learning path/journey, it is automatically available to all admin users with administrative permissions.
Only the owner has access
There is no access to 'Set collaborators'.
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 Collaborators
We know that Collaborator 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: The user can manage who has access, and all users have the permission: All users with permission 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: Collaborators on already existing content will not be affected. Only collaborators on newly created content will adapt based on the new permission.
Q: Who does the feature apply to?
A: Collaborators are 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 add collaborators to a sharing, these collaborators can see but cannot access the Modules and Learning paths inside that Sharing. Same with Learning paths. If you add Collaborators 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 collaborator settings, so it is advised that you ensure that they are a collaborator.
Q: How do I find out who created a module, learning path or journey?
A: By going to collaborators and find the one with the "owner" label will be the one who initially created it. 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 there is only a handful of collaborators