Introduction

On the Training detail and the Training Session detail there is a field "Record owner". This field can be used to limit the number of trainings and training sessions a user can see.

Possible use cases:

• An external trainer needs access to the trainings he/she is giving.
• An internal employee can only access some trainings in the training administration section.

Usage

When creating a new training the field "Record owner" is automatically filled in with the current user. In case you want to make use of this functionality, the best practice is to change the value of "Record owner" with a group of users (see Creating a group). Afterwards you can assign this group as a Record owner tot the training (see Assigning a Record Owner).

Next to defining which trainings the user can see, you also need to define a number of permissions (see Required permissions).

Creating a group

If you now create a new Group of users, a few options have been added.

The "old" groups now automatically get the checkmark "Is security group?" to grant rights to groups of users.
In addition, there is an additional check mark "Is queue group?". If you check this, you can use this group as a "Record Owner" for a Training and / or Training Session.

By checking the "Restrict access according to owner" check mark in the Group, all users in that group will only see the courses for which that group is the "Record Owner".

As soon as you are in a "Queue group" for which the tick "Limit access according to owner" is not checked, you will see all the courses.

The check box “Restrict access according to owner” is also available for an individual user. By checking this, the user will only have access to the courses (and sessions) for which the user itself is the “Record Owner”.  

IMPORTANT NOTE

As soon as you are in a "Queue group" for which the tick "Limit access according to owner" is not checked, you will see all the courses.

Assigning a Record Owner

At the level of a Training you can now indicate the "Record Owner" (and also at Training Session) as being a user group or an individual user. When creating a new course, the user who is logged in is listed by default. When creating a Training session, the application takes over the value of the Training as default.

Required permissions

Next to limiting the number a trainings an user can see, the user also needs a set of permissions. These permissions can be assigned to a separate Security group or the Queue Group that was created can be a Security group at the same time.

The required permissions on the Security group are:

• Users (view)
• Populations (view)
• Employees (view)
• Persons (view)
• Administration
  • Training
• Base list types (view)
• Base list items (view)
• Resources (view)
• Settings (view)
• Messages (view)
• Questionnaires (view)
• Currencies (view)
• Supplier (view)
• Displays(view)
• Filters (view)
• Approvers (view)
• Training
  • Trainings (view)
  • Training sessions (view)
    • Add training session
    • Update training session
    • Delete training session
  • Training suppliers (view)
  • Training program (view)
  • Training types (view)
  • Training approval persons (view)
  • Training categories (view)
  • Attachments (view)
    • Add attachment
    • Update attachment
    • Delete attachment
  • Training sessions attachments (view)
    • Add training session attachment 
    • Update training session attachment 
    • Delete training session attachment 
  • Quick subscribe
  • Subscribe multiple participants
  • Accreditations (view)
    • Add accreditation
    • Update accreditation
    • Delete accreditation

Difference between owner training and record owner