Friday Sep 23, 2011
What roles will your users play in training?
Within KeyStone OnDemand, each user is assigned a role when created. There are five roles that can be assigned: viewer, helpdesk, contributor, report viewer and the administrator. Each role has a specific function within the platform for training success, and these roles are discussed below.
Viewer
This user can view content and take courses.
Helpdesk
This role is the same as a viewer with the additional option to add items to another user's quicklist. This role is important to eliminate the amount of support the organization’s IT Helpdesk has to put in to solve software issues. For example, you wont have to focus on helping your employee with creating a query in Access because you can just assign that user an article or video lesson in KeyStone OnDemand. That user will then see the article in his or her quicklist, and the solution will be one click away. Now critical IT tasks can have more time and focus.
Report Viewer
This user is the same as a viewer but can also generate reports. We recently wrote a blog post on reporting, and in this blog we show how easy it is to run reports within KeyStone OnDemand. The report viewer has an important role because with these reports, you can track the user’s course progress as well as overall platform usage. Each report can be easily customized to meet your needs.
Contributor
This user can create, edit and delete content (articles & videos) in the library of courses. The contributor can also upload content from PowerPoint, Word and related items.
Administrator
The administrator has access to all functionality. The administrator can play the roles of all of the above as well as assign users to groups.
Assign a user to a group
How do groups work? What kinds of groups should I create?
Groups are extremely flexible. An organization may have a group for each office location or for different job titles (Executives, IT Staff, Office Managers, etc.)
Refer to this example:
Joe belongs to two groups:Staff and Denver. The Staff group has permission to view the Access 2007 category. The Denver group has permission to view the category called Working Remote. That means that through his groups Joe has access to those two categories.
Cindy belongs to one group, Executives. The Executives group has permission to view two categories: Access 2007 and Lean6sigma.Through her one group she has access to those two categories.
That's a simple example, but it should give an idea of how you can set up groups to meet your needs. Categories are the buckets of content, and each category is assigned to a specific group or multiple groups. This is how you can easily manage which content users have access to. Take note that each user must be assigned to at least one group, and a single user can be assigned to multiple groups.
A final note. By default there is one group called "Everyone," to which all users automatically belong. If there are categories that all users should have access to, assign those categories to the Everyone group.
