User Roles and Permissions in the Learn Module
Learn which backoffice roles work on Learn Content, what each one can do at each step, and how to assign them.
Which roles work on Learn Content?
Four backoffice roles take part in the Learn Content lifecycle: Learn Manager, Producer, Revisor and Publisher. Administrators have the same rights as a Learn Manager. On each Learn Content you choose which user is its producer and which user is its revisor.
What does the Learn Manager do?
The Learn Manager oversees the whole content lifecycle and can:
Create content and edit it in any status except archived.
Choose the content's producer and revisor, including themselves as revisor.
Publish content directly from Building, or after it is Approved.
Send back to producer content that is waiting review, under review or approved.
Unlist, Make Public and Unpublish published content.
Duplicate, Archive and Unarchive content, and open Reports....
Manage Content Segmentation, including teams.
What does the Producer do?
The Producer creates learning content and submits it for review.
Create new Learn Content and its blocks, such as quizzes, videos, PDFs and presentations.
Edit their own content while it is in Building.
Choose a revisor in Content Revisor with Assign Revisor. A Producer cannot choose themselves as revisor.
Set the groups in Content Segmentation on new content and on their own content while it is in Building.
Send for review their own content when it is ready.
A Producer cannot edit the content after sending it for review, cannot approve it, and cannot publish it.
What does the Revisor do?
The Revisor reviews and validates content submitted by producers.
Start reviewing content that is Waiting review when they are its revisor, or when the content has no revisor yet and they are not its producer. Starting the review makes them the content's revisor.
Edit the content while it is Under review.
Approve or Reject the content.
Send back to producer content they rejected, so the producer can work on it again.
A Revisor cannot change the content's category, producer, revisor or segmentation, and cannot publish or unpublish.
What does the Publisher do?
The Publisher manages the publication of content.
Publish content that is Approved.
Unlist, Make Public and Unpublish published content.
A Publisher cannot create or edit content and cannot take part in the review.
How do I assign these roles?
Open the user in Community Management > Users and edit them.
In Backoffice Roles, add the role. Only administrators can assign backoffice roles.
For a Producer, click Manage Producer Categories to limit the categories where they can create content. With no categories selected, the producer can create contents in any category.
Then, on each Learn Content, Learn Managers choose the producer in Content Producer (Assign Producer), and producers or Learn Managers choose the revisor in Content Revisor (Assign Revisor). Both are in the Edit form of the content.
What is the content approval workflow?
The Producer creates and edits the content. Its status is Building.
The Producer chooses a revisor in Content Revisor.
The Producer clicks Send for review. The status becomes Waiting review.
The Revisor clicks Start reviewing. The status becomes Under review.
The Revisor clicks Approve (status Approved) or Reject (status Rejected).
Approved content is published by a Publisher or a Learn Manager. Rejected content goes back to the producer with Send back to producer, and returns to Building.
While the content is waiting review or under review, the producer cannot edit it. See The Content Approval Workflow, Step-by-Step for details.