Function of Permissions

The permission feature allows you to create custom roles and manage their access rights. This allows precise control over which functions and data can be used and accessed by which roles.
 

Access to Permissions

1. Navigate to Settings → Permissions in the left main menu.
2. You will be taken to the authorization overview, which displays all existing roles and their access rights.
 

Creating a New Role

1. Click on the “+” symbol in the “Roles” tab.
2. Give the new role a unique name.
3. Base role: Select the base role on which the new role is to be based. The permissions of this base role are adopted and can be adjusted.
4. Define the individual permissions of the new role:

• Access to modules (e.g. discussions, further training).
• Permissions to view, edit or delete content.
• Restriction to certain data records (e.g. only your own department).

5. Save the new role.
 

Editing and Deleting Existing Roles

• Edit: Click on the gear of the desired role to adjust its permissions.
• Delete: A role can only be deleted if it is not assigned to an employee.

Static Permissions

With the static permissions and access levels in Evalea , you can precisely define which content and functions are available to the various roles. This enables granularly controlled use and administration of the system.

Functions for Specific Tabs and Actions

1. Employee Requests Tab : Access to the Employee Requests tab within your own profile or assigned employee profiles.
2. View the Goals tab: View the Goals tab in your own profile or in the profiles of the assigned employees.
3. View training tab: Access to the training tab in the respective profiles.
4. Create/add further training:
o New training: Can the role create training courses from profiles?
o Existing training: Can the role add people to existing training courses?
5. View conversations tab: Access conversation content.
6. Manage competencies:
o View, suggest, add, archive.
7. Development Paths : Access to the Development Paths view.
8. Feedback tab: Access to feedback content such as 360° feedback.
9. Manage mandatory training: View and edit training requirements.
10. Manage projects tab: Rights to add, edit and delete project data ( employee profile table ) .
11. View MailLog tab: View sent emails.

Access Level

E-Learnings:

• Participants: Access limited to participation.
• Editor: Editing e-learning content if added as an author.
• Creator: Creation of new e-learnings.
• Administrator: Unlimited access to all e-learning features.

Learning Journey :

• Participants: Access limited to participation.
• Editor: Editing content if added as an author.
• Creator: Creation of new Learning Journey .
• Administrator: Full access.

Surveys:

• Creator: Create surveys, edit and delete custom surveys.
• Editor: Editing content if added as an author.
• Administrator: Full access.

Groups :

• Creator: Create groups, edit custom groups and access all employees within the groups
• Editor: Create groups, edit custom groups and grant access only to assigned direct and indirect employees within the groups
• Administrator: Full access.

Training Catalogue / Learning Library:

• Participants: No rights to edit or add
• Editor: Add direct and indirect employees to training
• Administrator: Full access.

Authorization:

• Editor: Assign roles - except for administrator roles
• Administrator: Full access.

Report Library:

• Report User: No access to the report library

Adjusting the Permissions

• Setting permissions: Each role can be edited individually using the gear icon.
• Drop-down selection: Allows targeted editing of rights for each role.
• Flexibility: Static authorizations and access levels can be adapted precisely to the requirements of your organization. 
   

Dynamic Permissions

Dynamic authorizations allow you to create customized roles based on existing roles and flexibly define their access rights. They are an important tool for ensuring granular access controls and individually coordinated areas of responsibility. 
 

Dynamic Permissions Setting Options

1. Role selection: Select the role to edit using the drop-down menu.
2. History (logbook): Records who changed which role and when.
3. Save: Saves changes to activate them.

Within dynamic permissions, you can use sliders to define what the respective role should have access to:

1. Activating the slider
2. Select the access rights for employees using the slider. The blue light bulb symbol shows the setting stored based on the master role.
3. Select the access rights to further training, Learning Journey , feedback and development paths using the slider. The blue light bulb symbol shows the setting stored based on the master role.
4. Select the access rights to competency profiles using the slider. The blue light bulb symbol shows the setting stored based on the master role.
5. Select the access rights to conversations using the slider. The blue light bulb symbol shows the setting stored based on the master role.
6. Conditions that restrict the base access level.
7. Extensions that extend the base access level.

Employee access:

• Only me: No access to other employees.
• My Employees (direct): Access to directly assigned employees.
• My employees (direct + indirect): Access to directly and indirectly assigned employees (e.g. team leaders and their teams).
• All: Unrestricted access to all employees.

Content (further training, feedback, etc.):

• Access to specific content in employee profiles (e.g. training, Learning Journey , development paths, feedback).

Competency profiles:

• Insight into specific competency profiles.

Conversations:

• Access to specific conversations.

Conditions for Restriction

Conditions allow you to further specify access rights by applying " And " logic.

1. Select type: Restrictions based on specific content such as employees, training, conversations, etc.

2. Field as basis: Define which field will be used for identification.

3. Set limitations:

• Example: Grant access to employees only if the Department field contains a certain value.

4. Generalization with "Equal Value":

• Example: Grant access to all employees who work in the same department as the role holder.

5. Delete conditions: Using the trash can icon.

Extensions as Additions

Extensions use "or" logic to extend access rights.

• The role holder sees all directly and indirectly assigned employees, as well as all employees who have stored the value “ Production ” within the data field “ Department ”.
  
   

Example: Role for a Second Manager

1. Create data field:

• Add the data field "2nd Manager" to the employee profiles ( Data Fields ).

• Enter the personnel number of the second manager there.

2. Define role:

• Access to directly/indirectly assigned employees.
• Additional access to employees who have the personnel number of the second manager entered. 
   

View of directly assigned employees:

View after clicking on “Employees”. All employees who have entered the value “3” in the data field “2nd manager” are displayed: