Implemented Enhancements

Enhance Quick Profile Updater and Edit User Scoping


Posted by Tom Merritt  5/12/2017   1 Comments

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Overview

The purpose of this enhancement is to provide User Management functionality for Franchise business model at the channel level instead of central level. The administrators should not see User account or Profile information that falls outside of their scope i.e. outside their own Organization Domain.

Organization Domain is scoped to credentialed user’s active profile assignments: Organization, Position, Manager, and Role.

The following areas will be affected by this enhancement:

  • Quick Profile Update Tool
  • User Search Page
  • User Info Edit Page

New scoping logic will not affect LMS Reports, Add User, Add Profile, or User History features.

Requirements

Quick Profile Update Page
  • Change Quick User Search results to be scoped based on user i.e. inside their own Organization Domain -
    Current functionality allows admins to be able to find, view, and edit user account/profiles outside of their scoped profile domain.

    Quick user search will be enhanced so that users with administrative Roles do not see any User Account or Profile information that falls outside of their own Organization Domain.

  • Change Quick User Search results to be profile based instead of user based -
    Currently Quick User Search displays results based on User account i.e. single row for each user even if user has multiple profiles at multiple locations (multiple locations are displayed under Location column).

    System functionality will be changed to be profile based instead of user based. This will result separate row for each user profile. There will be multiple rows for a user depending on the number of user profiles instead of just one row for a user account and all the rows will represent profiles in the admin’s domain.

  • Change "Deactivate User" button to "Deactivate Profile" -
    Current functionality allows admin to deactivate the user account which in turn end dates all the active user profiles. Renaming button site text to “Deactivate Profile” will change the functionality to deactivate user profile instead of user account.

    Since Quick User Search result will be profile based instead of user account, there will be a separate row for each user profile and clicking on “Deactivate Profile” will deactivate that particular user profile.

    If the last active profile of the user is being deactivated, user account will be deactivated via nightly process.

  • Change "Update Primary Assignments" button to "Update Assignments" -
    Current functionality allows admin to update active user accounts with new Primary Profile, Position, and Role assignments. If the user has profiles at multiple locations, clicking on “Update Primary Assignments” will only allow updating location, position and role for primary profile.

    Renaming button site text to “Update Assignments” will change the functionality to update assignments for secondary profiles as well.

    Since Quick User Search result will be profile based instead of user account, there will be a separate row for each user profile and clicking on “Update Assignments” will update assignments for that particular profile.

  • End dating or deactivating the last profile for a user will result in User account deactivation. LMS overnight process will inactivate user’s Master Account.

  • Since now admins will be able to update assignments for secondary profiles also and not just the primary user profile, update assignment page needs to know which profile to update and should have profile ID information.

  • Each profile or row in the search results should have a “Deactivate Profile”/”Reactivate Profile” button (but not both) based on profile status -
    Currently Quick User Search is user account based and each row has a “Deactivate User” button which deactivates all user profiles and finally deactivates user account. The button is grayed out after deactivation and displays a pop up “User Account for “username” is already deactivated!”

    As mentioned in the requirement above that “Deactivate User” button will be renamed to “Deactivate Profile”, the functionality for this button will be changed based on user profile status.

    If the user’s profile is active, button site text will be “Deactivate Profile”, clicking on it will deactivate that particular user profile by entering today’s date in Profile End Date field. It should be ensured that end date cascades to all active profile assignments (position, role, manager).

    If the profile was deactivated or end dated button site text will be “Reactivate Profile”, clicking on it will reactivate user profile or remove the end date for the user profile. It should be ensured that all matching end dates are removed from appropriate profile assignments (profile, role, manager) to keep QPU behavior in line with current user reactivation behavior.

    If the User account is deactivated and if the admin can see the user's profile to re-activate it, then they would also need to re-activate the user. In order to reactivate an Inactive User in the system, an administrator must first configure at least one active Profile for him. This is done in one of two ways:
    1. Add Profile – Create new organization, position, and role responsibilities.
    2. Edit Profile – Reactivate previous assignments by removing the Profile End Date, or extending it into the future.
    To help streamline user reactivation, the system will now automatically apply new/deleted Profile End Date values to his master Account.

User Search Page
  • Change "Profile Status" in Criteria list dropdown to be "User Profile" -
    This is just a site text change in order to make the criteria name more clarifying. This change would not affect the system behavior in anyway. User search functionality will stay the same.

  • Change "User Status" in Criteria list dropdown to be "User Account" -
    This is just a site text change in order to make the criteria name more clarifying. This change would not affect the system behavior in anyway. User search functionality will stay the same.

  • Change "Impersonate at Location" popup text to "View at Location" -
    This is just a site text change in order to make “Search Users” > “Edit User Account” > “View Home Page” button click function more clarifying.

    This change would not affect the system behavior in any way since clicking on “View Home Page” is not actual impersonation but just viewing user’s home page.


  • Change user’s default search criteria to have Organization prepopulated to highest scoped Organization -
    Current functionality allows admins to view and edit user account and profiles outside of their scoped profile domain. By prepopulating Organization criteria to be admin’s highest scoped organization will scope the user search result set to fall within admin’s organizational domain.

    Admin’s highest scoped Organization is based on admin’s currently activated profile and should be set to the scoping organization set in the user context, that would match the behavior of the current organization search or organization picker.

  • Reorder the criteria list more intuitively -

    New Advanced User Search will have 5 levels of default criteria:
    1. User Profile (is active)
    2. Organization (default value will populate based on User Context)
    3. Position (all)
    4. Role (all)
    5. User Group (all)


Update User Info Page
  • Profile list on Profiles tab should be scoped as per user -
    Current functionality allows admins to view and edit user profiles outside of their scoped profile domain under Profiles tab on Action Buttons click – “Edit User Profiles”.

    “Edit User Profiles” button click takes to Profiles tab in User Info page. The functionality will be changed and profile list will be scoped to fall within admin’s organizational domain. Admins can still manually Add/Edit profiles on user records, outside of Quick Profile Update tool.

    “Edit User Account” functionality will remain the same since we have descoped the requirement to hide “General Info” tab and Action buttons on “Details” tab. Please note by default “Administrator” role does not have Add/Edit User functionality. So unless a client has asked to add that tool-set to customize their Administrator role, they would not be able to Edit User Account.
Design


  Click here for Design Document




Categories: categoryImplemented



1 Comments


  • Tom Merritt 3/23/2017
    Hi Kathryn,

    Thank you for the comments. Please find the answers inline in red -


     The Deactivate User button will become Deactivate Profile. If a profile is deactivated and there is no active profile left for the user, the user account will be deactivated via nightly process. Is it possible to have a brief message stating that in the feedback saying the deactivation is complete? Yes we could put a message.

     Admins can now update assignments for secondary profiles. This, of course, is only if that admin has an active profile in the same location, correct? Not a profile in the same location but a profile in admin’s organizational domain, basically if you can see it you can act on it.

     Reactivate Profile – did I read that correctly? So admins will be able to reactivate an account through Quick Profile Update? That sounds promising! Yes, if the user account is deactivated and if the admin can see user’s profile to reactivate it, reactivating the profile will automatically reactivate user account.

     If an admin reactivates a profile, that doesn’t reactivate the user account? Why wouldn’t it? When would you ever want to have an active profile for an inactive account? How would that behave? The person can’t log in, correct? Then what good does it do to reactivate a profile? (Hope fading from the excitement of the previous bullet if I’m understanding this correctly.) I was hoping the Reactivate Profile would remove end dates from that profile along with the account (but not other profiles). This is correct, if the user account is deactivated and if the admin can see user’s profile to reactivate it, reactivating the profile will remove end dates from that profile along with the user account (but not other profiles).

     Organization criteria will be prepopulated with the highest scoped organization for the admin. So let’s say a Franchise Owner (admin) owns two schools. Primrose School of One and Primrose School of Two. One is primary. So the organization criteria will be populated to One, right. Can that FO (admin) change it to Two? If not, would activating a secondary profile allow that FO (admin) to search and the organization criteria would now be populated to that secondary organization (Two)? Prepopulating Org Picker will be tied to profile activation, it won’t be primary, it will just be the scoping org on the user context, scoping org is the highest org you can see based on where you are logged in or what profile you have activated. In general, it’s an org picker, the fact it’s pre populated does not mean you cannot change it, it’s just when you go to change it, then the regular org picker scoping rules will apply. So you may only be able to see it populated to One when you are logged in to school One, in that case you couldn’t change it because you couldn’t see any other orgs. Yes, activating secondary profile at school Two will prepopulate Org criteria to be Two.

     Edit User Profiles will be changed so the profile list will be scoped to fall within the admin’s organizational domain. So Amy User (AUser.PrimroseThree) has two profiles: one at Three (primary) and one at Four (secondary and deactivated). Will her FO (admin) be able to see both of those profiles if she only has an active/shared profile at Three (not Four)? Or will the FO (admin) only be able to see Three? If the latter, will that FO (admin) be able to see Amy’s History from the previous location? That’s the main reason we need this functionality – so a new location can see the training someone has completed at a previous location. If the admin can see a user he can see all of their history, so FO will see all of Amy’s history since we are not scoping transcript history.



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