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.

Department abilities:

• Template creator has access to the 'Scaffolding' tab and can manage and create Templates (see 📄 Templates) and Presets (see 📄 Review Presets) associated with their allocated Department(s).

• Repository goal creator can create and manage Goals in the Goal Repository (see 📄 Goal Repository & Goal Sets) of their allocated Department(s).

• Snippet creator has access to the 'Scaffolding' tab / Snippets sub-tab and can create and manage shared (not public) Snippets (see 📄 Snippets (Evidence templates and Feedback templates), associated with their allocated Department(s).

General abilities:

• Organization-wide Scaffold creator can manage and create Rubric Scales (see 📄 Rubric Scales), and all Scaffold objects in no specific department and all available departments. This Power User can also create public Snippets (available to everyone in the institution).

• Accreditation manager can generate assessment links for accreditation purposes (see📄 Generate a Direct Assessment Link for Accreditation).

• Functional manager can manage: general settings, Statistics, Power users, Departments, Feature options. This Power User cannot grant or retract '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).

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) for any Department ability (5). If you need to create a department first, you can read how to do so in the section below.

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 Demote Power User.

4. You will now see a confirmation modal outlining the abilities that will be removed. Confirm to continue.

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). 

If you wish to promote a user to multiple abilities or in multiple (different) departments, you can combine them into a single line where possible (e.g. two abilities in the same department), or create multiple lines for the same user (e.g. two abilities in two different departments).

If you include a user in a CSV, it will overwrite their existing abilities. I.e. if you do not include an ability they have currently, this ability will be removed. If you do not include the user in the CSV at all, their abilities will remain untouched.

1. Prepare the CSV-file

CSV-files can be prepared manually using the following headers:

lms_id,sourced_id,email,departments,abilities

Note that the csv can contain a maximum of 1000 lines.

• Either lms_id , sourced_id or email are required, more than one is also accepted, but they need to refer to the same user.

• departments accepts a string of comma separated department names, these are case-sensitive. Not applicable for General Abilities.

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

  • data_manager

  • functional_manager

  • snippet_creator

  • template_creator

  • repository_goal_creator

  • organization_scaffold_creator

  • accreditation_manager

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.

   

c. Click the Upload CSV (3) button.

d. Select the prepared CSV file and upload it.

e. The CSV file will be validated. If there are error messages you will be notified and can upload a new file. 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.