This feature restricts the user's ability to add, edit, or delete certain client and course section data based on a Department assigned to a System User.
- This feature is not intended to circumvent the standard permissions group feature on a large scale basis. Instead, the purpose of this feature is to restrict access to a small group or individual to a limited number of course sections. The effort required for this feature can be time intensive if using on a large scale.
The restriction process works like this:
- Link Departments to Course Sections.
- Link one or more departments to System Users. This is only required for the System Users that you want to apply additional restrictions to.
- Those tagged System Users are now automatically restricted from adding, editing, or deleting specific data for the Course Sections that do not match their linked Department(s). Viewing records is not restricted by this feature.
- This restriction only overrides the ability to add, edit, or delete if the user has that existing permission. Otherwise, the standard permissions for all data remain in effect and controlled by the regular permission settings.
- On some records, the add, edit, or delete button may appear but the user will not be able to complete the action, and a respective prompt will display when attempted.
- Disable any other user record-based course access restrictions before enabling this feature. Only one course section level restriction can be enabled per user.
- This feature is available for any version of XenDirect (Release 3) but is only available to organizations with licenses for an enhanced or expansion package.
- This custom feature must be enabled by Xenegrade and may not be applicable to all XenDirect installations.
To Enable the Department Restriction Feature
- Go to Main Menu > Selects > Departments. Add Departments as needed to the master Departments list.
- Go to the Course Section(s) desired and link a Department to the Section via the [Department] field on the main panel. Only one Department can be linked per Course Section.
- Go to Admin/Security > Security > System Users. View the System User record(s) and edit the Departments panel. Add one or more Departments as desired. System Users that do not have any Department restrictions should not have Departments in this list.
- After each of these steps is completed, the Department Restriction feature is fully enabled. Logged in System Users may need to log out and sign in again before the feature takes effect.
Data Restricted by the Department Restriction Feature
The Department Restriction feature will affect the following data areas and workflows.
Data
- Course Section (Can also add a new Section, but cannot edit if the new Section is not tagged to the correct Department.)
- Course Section Program Group
- Course Section Calendar
- Course Section Coursework
- Course Section Credit Type
- Course Section Documents
- Course Section Equipment
- Course Section Funding
- Course Section Roster Log
- Course Section Skills
- Course Section Textbooks
- Client Assignment
- Client Attendance
- Client Invoice (Restriction only occurs at the invoice line item level.)
- Client Payment
- Evaluation Sections
Workflows - Client Functions
- Create Multiple Assignments
- Transfer Attendance
Workflows - Course Functions
- Add Assignments
- Add Earned Credits
- Cancel Section
- Exit Assignments
- Merge Sections
- Transfer Attendance
To Disable the Department Restriction Feature
To disable the Department Restriction feature for a System User, remove one or all of the linked Departments in the System User's record. If the System User is logged in at the time of this change, the System User should log out for the change to take effect.
To disable the Department Restriction feature entirely, contact Support to disable the feature at the system level.