Who is a Super Admin in Portflow?

If you are an LMS admin with overarching LMS admin permissions to launch Portflow, you will have access to the Portflow Admin panel, IF your institution has not limited admin inheritance from the LMS.

The institution has 2 choices:

1. Inherit all admins from LMS. If you are an overarching (root account, root org unit) LMS admin, you will also become super admin in Portflow. If you lose your LMS admin permissions, you also lose your Portflow admin permissions.

2. Manage Portflow Super Admins within Portflow. LMS admins who launch Portflow will not automatically become Super Admins in Portflow. Their admin status in Portflow must be managed manually, and changes to their LMS role will not affect their permissions within Portflow.

The admin inheritance setting as well as the list of current Super Admins can found via Portflow → Admin → User permissions → Super admins.

How to add new Super Admins?

• When inheriting admins from LMS: If a user gets their LMS admin role, they will get their Portflow admin role automatically when they launch (open) Portflow.

• When managing admins in Portflow: New LMS admin users will not receive Super Admin permissions automatically. To promote users to admin, use the 'Promote to admin' button and find the user by name or email to promote.

How to remove Super Admins?

• When inheriting admins from LMS: If a user loses their LMS admin role, they will lose their Portflow admin role when they launch (open) Portflow.

• When managing admins in Portflow: The current admins will remain admins, unless removed manually by clicking the Action menu ︙ (three dots) next to their name in the Super Admin Overview and clicking 'Demote user'. Confirm with 'Yes, demote user'.

Note

If a Super Admin has not launched (opened) Portflow in 3 months (90 days), we will display a warning next to their last use date. A Super Admin can demote this inactive super admin from the table (if super admins are managed through Portflow).

Who are Power Users?

From the Portflow Admin Panel, a Super Admin or a Functional manager can promote users to so-called Power Users. These users can be assigned one or more abilities, providing them with access to a set of elevated permissions.

What are the Power User Abilities?

Below, the various Power User Abilities are described.

• Template creator has access to the 'Scaffolding' tab and can manage and create Templates (see 📄 Templates) associated with their allocated Departments, and can create and manage Goals in the Goal Repository (see 📄 Goal Repository & Goal Sets) of their Department(s).

• Snippet creator has access to the 'Scaffolding' tab / Snippets sub-tab and can create and manage Snippets (see 📄 Snippets (Evidence templates and Feedback templates)associated with their allocated Departments.

• Rubric scale creator can manage and create Rubric Scales (see 📄 Rubric Scales) (not affected by Department selection).

• Accreditation manager can generate assessment links for accreditation purposes (see📄 Generate a Direct Assessment Link for Accreditation) (not affected by Department selection).

• Functional manager can manage: general settings, Statistics, Power users, Departments, Feature options (not affected by Department selection). This Power User cannot grant 'Functional manager' or 'Data manager' permissions.

• Data admin/manager can access the tabs Data management (see 📄 Archiving and Deleting User Data), Statistics (see 📄 View Usage Statistics) and API management (see 📄 Manage API Applications) (not affected by Department selection). 

Managing Power Users

Power users can be managed using the user interface (see directly below) or via CSV uploads (explained below the user interface).

How to promote Power Users via the user interface?

1. In Portflow, go to Admin → User permissions → Power users (1)

2. Click the Promote User (2) button

   

3. Locate the user by email address or name (3)

4. Select the ability/abilities you wish to grant this user (4)

   

5. Select the appropriate department(s) (5). If you need to create a department first, you can read how to do so in the section below. The department selection will only affect the 'Template creator' and 'Snippet creator' abilities. The other abilities are general abilities and not impacted by the department choice.

6. Click Promote user

   The user now has gained new abilities.

How to demote Power Users via the user interface?

From the Portflow Admin panel, a Super Admin or a Functional manager can demote power-users back to normal users. For example, when they have not been active for a while (90 days), or if they no longer need their abilities.

1. Find the Power User you wish to demote in the table

   (Portflow → Admin → User permissions → Power users). 

2. Click the Action menu ︙(right-hand column) in the row of the user. 

3. Click Manage Power User. 

4. Remove the relevant or all Abilities and Departments.

How to use CSV imports to manage Power Users?

Super admins and Functional managers can use CSV imports to manage Power Users in bulk (add or remove Power Users, add or remove Abilities from Power Users, and add or remove Departments from Power Users). 

1. Prepare the CSV-file

   CSV-files can be prepared manually using the following headers, other headers will be ignored: 

   lms_id,sourced_id,departments,abilities

   • Either lms_id or sourced_id are required, both are also accepted, however the lms_id is leading in that case

   • departments accepts a string of comma separated department names, these are case-sensitive

   • abilities accepts a string of comma separated ability names using underscores and lower case

     • data_manager

     • functional_manager

     • snippet_creator

     • template_creator

     • rubric_scales_creator

     • accreditation_manager

   Tip: Use the example export or the export of current Power Users to easily get started on a CSV instead of manually creating a CSV file.

   The export of current Power Users will contain additional fields (e.g. name, email) that will be ignored during import.

   Note: The Power User CSV does not create new or update existing departments, ensure you have the referenced departments in the file created under 'Departments' before uploading the Power User CSV.

2. Import the CSV-file

   1. In Portflow, go to Admin → User permissions → Power users (1) tab;

   2. Click the Import power users (2) button.

      

   3. Click the Upload CSV (3) button.

      

   4. Select the prepared CSV file and upload it.

   5. The CSV file will be validated. Review the changes and click Apply changes (4).

      

Manage Departments

Departments are used to group and manage Power Users and their relationships with Scaffolding objects (e.g. Templates, Snippets, Goal Repository). Typically, Departments refer to organisational units within the institution, such as faculties, schools, institutes, programmes, teams, or departments.

Departments can be managed via Admin → Departments (1). 

You can add Departments (2) and give them a name (3).

In the overview, you can see how many Templates are associated with the Department (4), how many Snippets are associated with the department, and how many members (Power Users) the Department has (5). In the Action menu (6), you can rename or delete a Department.