Learning Assignment Tool Guardrail Override Process

This enhancement provides the ability for organizations to enable a guardrail that can prevent the over-assignment of training when new standard, dynamic, or dynamic recurring learning assignments are created, or existing draft learning assignments are edited. This enhancement also provides the ability for administrators with elevated permissions to review and submit learning assignments on behalf of other administrators and delete saved drafts created by themselves or others.

With this enhancement, if the High User Count threshold is set and the Restrict Submission toggle is enabled in Learning Assignment Preferences, the following rules are enforced:

  • Administrators with the Assignment Tool - Submit Draft permission can create and submit their own learning assignments that exceed the High User Count setting.
  • Administrators who do not have the Assignment Tool - Submit Draft permission can only save the learning assignment as a draft or cancel the assignment if it exceeds the threshold.
  • Administrators with the Assignment Tool - Submit Draft permission and the Assignment Tool - View all Drafts permission can review, edit, and submit any assignments that are exceeding the High User Count threshold.

How Does this Enhancement Benefit My Organization?

This enhancement puts checks in place to lower the likelihood of erroneously assigning training to the wrong audience which can have a significant impact in terms of time and cost to fix if this involves a large number of incorrect assignees.

Considerations

  • Existing dynamic learning assignments that were previously submitted are not supported by this enhancement.
  • Administrators without the Assignment Tool - Delete Draft permission cannot delete their own drafts.
  • The Low User Count warning is not impacted by these new settings or permissions.

Implementation

This functionality is automatically enabled for all organizations using the Learning module.

To setup the override process, both the existing High User Count threshold and new Restrict Submission preference must be enabled in Assignment Tool Preferences. These are global settings. See Assignment Tool Preferences - High User Count Warning.

Access to view drafts created by others is controlled by the new Assignment Tool - View All Drafts permission.

Access to edit and submit drafts created by others, or any draft that exceeds the high user count threshold, is controlled by the Assignment Tool - Submit Draft permission.

Ability to delete any draft is controlled by the new Assignment Tool - Delete Draft permission.

Enable the new LAT Draft Review email in Email Administration and select “Draft Reviewers” as recipients to notify override administrators that a learning assignment needs reviewing.

Permissions

The following new permissions apply to this functionality:

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Assignment Tool - Delete Draft

Grants ability to delete any draft learning assignment. This includes drafts that were submitted for override, drafts created by self, or any other unneeded drafts created by other administrators. This permission can be constrained by OU, User's OU, and User's Corporation. This is an administrator permission.

Administrators can only delete drafts that were created by administrators who are within the constraints on this permission.

Learning - Administration
Assignment Tool - Submit Draft

Grants ability to create and submit a learning assignment that exceeds the High User Count threshold even if the Restrict Submission toggle is enabled in Assignment Tool Preferences. Administrators with this permission can also resume and submit a draft learning assignment that was created by another administrator that exceeded the High User Count threshold. This permission can be constrained by OU, User's OU, and User's Corporation. This is an administrator permission.

Administrators can only submit learning assignments that were created by administrators who are within the constraints on this permission.

Learning - Administration
Assignment Tool - View all Drafts

Grants ability to view any learning assignment draft. This includes both drafts that need an override and drafts created by other administrators.​ This permission can be constrained by OU, User's OU, and User's Corporation. This is an administrator permission.

Administrators can only view drafts that were created by administrators who are within the constraints on this permission.

Learning - Administration

The following existing permissions apply to this functionality:

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Assignment Tool - Standard and Dynamic - Recurrence

Grants ability to create Standard (one-time) and Dynamic (continuous) Learning Assignments to directly assign training to users. Also grants ability to enable/disable Recurrence when creating a Dynamic Learning Assignment. This permission can be constrained by OU, Provider, Training Item, Training Type, User, User Self and Subordinates, and User's OU. If this permission is constrained by Location, Provider, Training Type, or Training Item, then they can only assign training within the constraints. If this permission is constrained by OU, User, User Self and Subordinates, or User's OU, then they can only assign to and view assignments created by users within the constraints. This is an administrator permission.

Learning - Administration
Assignment Tool - Standard and Dynamic

Grants ability to create Standard (one-time) and Dynamic (continuous) Learning Assignments to directly assign training to users. This permission can be constrained by OU, Provider, Training Item, Training Type, User, User Self and Subordinates, and User's OU. If this permission is constrained by Location, Provider, Training Type, or Training Item, then they can only assign training within the constraints. If this permission is constrained by OU, User, User Self and Subordinates, or User's OU, then they can only assign to and view assignments created by users within the constraints. This is an administrator permission.

Learning - Administration
Assignment Tool - Standard

Grants ability to create Standard (one-time) Learning Assignments to directly assign training to users. This permission can be constrained by OU, Provider, Training Item, Training Type, User, User Self and Subordinates, and User's OU. If this permission is constrained by Location, Provider, Training Type, or Training Item, then they can only assign training within the constraints. If this permission is constrained by OU, User, User Self and Subordinates, or User's OU, then they can only assign to and view assignments created by users within the constraints. This is an administrator permission.

Learning - Administration
Assignment Tool Preferences Grants access to Assignment Tool Preferences where an administrator can activate the new Assignment Tool and configure the processing options and settings to create Learning Assignments. This permission cannot be constrained. This is an administrator permission. Learning - Administration
Global Email Administration - Manage Grants ability to manage email trigger templates across all active modules in the portal. Enables creating, editing and deleting email message templates for various system actions and workflows. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Global Email Administration - View Grants view only access to email templates/triggers and email logs at the global level for the portal. This permission can be constrained by OU, User's OU, User Self and Subordinates, and User. This is an administrator permission. Core Administration
Proxy Enrollment for Certification - Create Dynamic Grants administrator ability to create dynamic proxy enrollments for certifications. This is an administrator permission. Learning - Administration
Proxy Enrollment for Certification - Create Standard Grants administrator ability to create standard proxy enrollments for certifications. This is an administrator permission. Learning - Administration

Security Roles

Upon release, the new Assignment Tool - Delete Draft, Assignment Tool - Submit Draft, and Assignment Tool - View All Drafts permissions are automatically granted to the default System Administrator role. Administrators must grant this permission with the appropriate constraints to other roles, if necessary.