In Cognidox, user access and permissions are managed through User Roles and Role Groups. Each user must belong to a single Role Group, which defines their default user roles. This article explains how to manage user roles, role groups, and customise role assignments for individual users.
Note: Don't confuse role groups with user groups.
- A user can only be assigned one role group (e.g. Power User, Product Manager), which in turn assigns them multiple user roles (e.g. Act as security manager, Add review meeting notes)
- A user can belong to multiple user groups (e.g. All employees, LMS Fire Safety Training Group) for the purposes of communication, training, and so on
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What's in this article?
This article contains the following information for Admin users:
- About User Roles and Role Groups
- Checking Role Group assignments
- Adding and deleting Role Groups
- Customising user roles
Tip: If you want more detailed information on these topics, check out the online help.
About User Roles and Role Groups
- A user role grants a specific right to users, such as the ability to administer forms, or act as an LMS assessor.
- A role group assigns the same set of user roles to multiple users.
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Back to topChecking role groups and role assignments
This section explains how to:
- Download a spreadsheet listing all role groups and role assignments
- Download a spreadsheet for a specific specific role group
- Check which users have a specific role
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Back to topAdding and deleting Role Groups
You can add new Role Groups and specify the default Roles assigned to any users added to those groups.
You can delete certain Role Groups, but if they contain any users, you will be prompted that their roles will be removed (you will then need to reassign those users to a different Role Group).
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To add a new Role Group:
- Head to Manage Cognidox > Users, Groups & Security > User and Group Rights.
- Click Add Role Group and add a Name and Description.
- (Optional) Choose an existing Role Group to copy User Roles from, to act as a starting point.
- Click Add Role Group.
- Click the link to set the roles for the group. If you selected a Role Group above, some of the Group Roles will already be checked. If not, they will all be unchecked.
- Set up the roles as required (these become the default roles for any users added to the Role Group) and click Update Group Roles.
To delete role group:
Add Role Group and specify default roles
- Head to Manage Cognidox > Users, Groups & Security > User and Group Rights.
- Click Delete next to the Role Group entry. If the Role Group contains any users, you will be prompted that their roles will be removed (you will then need to reassign those users to a different Role Group – see this section).
- Click Confirm Role Group Deletion.
To assign a user's Role Group:
If a user does not belong to a Role Group (for example, if you deleted their original Role Group), you can assign one as follows
- Head to the User Roles page and click Roles & Group next to the user's name.
- Select a Role Group from the drop-down menu and click Update Group.
Customise User Roles for an individual user
By default, all users in a Role Group are given the same default User Roles. You can change the role assignments for individual users. This is useful if you want to add or remove specific roles, but keep most of them the same.