User Permissions

Article Content

This article covers the following topics. Click on the topic to go to that section of the article.

Permission Levels in Elentra
Clinical Faculty Checkbox
Masquerading as Other Users
Permission Masks

Permission Levels in Elentra

Most use of features in Elentra is based on a users group and role permission. A user can be assigned multiple group and role permissions within an organization and can hold the same permission across multiple organizations.

One group and one role is chosen for a permission level. A user can hold multiple group permissions but can only have one role assigned within each group. For example, a user can have the permission level Staff:PCoordinator and the permission level Faculty:Director at the same time in the same organization. On the other hand, a user cannot have a permission level of Faculty:Director and Faculty:Faculty because they can only be assigned one role within the same group at one time in the same organization.

Below are group and role settings and their general system permissions.

Group	Role	System Permissions
Medtech	Admin	Medtech:Admin user is the super user permission in the system. This permission is used for technical staff who support an Elentra installation. They can view all records in the system regardless of organization restrictions. They are the only user that is allowed to “login as” all other users under the Manage Users module; and build scales in the Assessment & Evaluation module.
Medtech	Staff	The Medtech:Staff user has basic read-only access, so cannot make changes in the system and does not have access to Admin menu items.
Staff	Admin	The Staff:Admin permission allows a user to access almost all content within an organization. In contrast to the Medtech:Admin permission, they are restricted to the organization where they have permissions. Staff:Admin users can view and manage all courses (including gradebooks) and learning events, see user profiles, and edit some system settings. Typically, this permission is used for Curriculum Coordinators (i.e., someone who is responsible for managing all courses in a given year) and sometimes for Assessment and Evaluation Consultants, Accreditation Coordinators, etc. In order to be added as a Curriculum Coordinator in a course the user must have Staff:Admin permissions.
Staff	Pcoordinator	The Staff:Pcoordinator permission (as in Program Coordinator) can add, edit, or delete learning events and manage any content within any of the courses for which they have been designated as a "Program Coordinator" on the Admin > Manage Courses > Setup tab. This permission is more limited than the Staff:Admin permission. Key differences between the Admin and Pcoordinator role in the Staff group: The Pcoordinator cannot or do not Add users to the system Have access to system reports or system settings Add or remove courses Create exam or question folders under Manage Exams
Staff	Staff	The Staff:Staff have basic read-only access so cannot make changes in the system and does not have access to Admin menu items.
Staff	Translator	The Staff:Translator permission allows users to access Curriculum Tags for the purposes of providing translations.
Faculty	Admin	Faculty:Admin can pretty much do anything in the system within their designated organisation. They will be able to access all courses including gradebooks and events. Use this permission sparingly.
Faculty	Director	The Faculty:Director can be assigned as a Course Director on a course. They will be able to edit the content of any course pages/websites, learning events, or gradebooks in their assigned courses. They will not be able to view or edit non-assigned courses.
Faculty	Lecturer	This is the most common permission for faculty to have. Faculty:Lecturer users can edit the content of any learning event that they are scheduled to teach. They can also be added as graders to assignments and set as assessors for distributions.
Faculty	Faculty	The Faculty:Faculty permission gives users basic read-only access. They can be set as graders in a course or assessors in the Assessment & Evaluation Module.
Resident	Lecturer	This can be used in UG installations where residents act as lecturers.
Resident	Resident	This can be used in UG installations where residents play some role. Do not use this group and role for PG installations of Elentra using CBME; in that case the residents should be student:student.
Student	Student	The Student:Student permission is the permission level given to students. Students have basic read only permissions to most public features. They can also edit and in some cases remove information that they add themselves (e.g., discussion forum comments). It is important to note that students cannot be granted access to any administrative features within Elentra. There is a hard-coded exit in case all other security restrictions fail and they access /admin/.
Alumni	Year of Graduation	Have basic read-only access.

A more detailed matrix of user ability across modules can be found here.

Clinical Faculty Checkbox

When you add a Faculty Group permission level to a user you will notice a Clinical faculty member checkbox. When you add a user through the user interface this will automatically be checked off.

This is a control that is connected to the Manage Instructors module. When a faculty member is marked as a Clinical faculty member on their permission level their profile will show in Manage Instructors. More information about the faculty member can then be stored in Manage Instructors such as the instructor's contacts, agreements with the instructor, notes and files related to the instructor, a relationship to a location for the instructor can also be made, and the Manage Instructor profiles can be made visible to students on a per instructor basis.

Masquerading as Other Users

In Elentra, Medtech: Admins and Staff:Admins have the ability to login as other users in Elentra and "masquerade" as that user. When masquerading, the admin has the ability to behave in all the same ways as the user, including completing tasks as that person. Exercise caution when masquerading as other users.

Medtech: Admins: Can masquerade as any user group and role, including as other Medtech:Admins.

Caution: When masquerading, be aware that you can act in all ways as the user you are impersonating. Exercise caution when masquerading as other users. There is no way to differentiate between actions taken by the user, and actions taken by a masquerading user.

To masquerade as another user:

Step 1: Navigate to Admin> Manage Users.

Step 2: Utilize the search or browse tools to find the user's profile who you want to masquerade as.

Step 3: Click on "Login As" on the user's profile to masquerade as that user (if eligible, given your own permission group & role). You will be directed to that user's dashboard, and access is limited to whatever that user has access to.

screenshot-elentrau_elentra_cloud-2024_11_26-11_07_43

Step 4: To log out as the user, click on their person icon > Logout. You will be redirected to the Manage Users page logged in as yourself.

Permission Masks

This tool allows an administrative assistant to act in Elentra under the identity of another user. While there is a back-end record of what actions were taken while an admin. assistant is in the masked identity, through the user interface all actions the admin. assistant takes will appear as if taken by the faculty member so this tool should be used with caution.

This tool is available for the following permission levels in Elentra:

Medtech:Admin
Staff:Admin
Staff:PCoordinator
Faculty:Director
Faculty:Lecturer

Setting up an administrative assistant

Step 1: Click on the user name in the top right corner of the page.

Step 2: Click My Admin Assistants.

Accessing Admin Assistants

Step 3: Type in the name of another user, and click on it. Set access start and finish dates and times to limit when the admin. assistant will be able to be masked as the faculty member. By default it will set access to for one week.

Masked Users - Admin Assisstants

Step 4: Click Add Assistant.

Removing an Assistant

To remove an admin. assistant navigate to click the checkbox beside their name and click the Remove Assistant button.

Administrative Assistant Perspective

If a user links their account with admin. assistants', the admin. assistants will see a Permission Masks card on their sidebar and can select to use another id at any time during the active permission mask period.

Permission Mask From Admin Assistant Perspective