Auotmated Power user resources

Morning @andyvine, we were asking our CSM about this yesterday, we’ve a customer with two power users who work closely together. Only power user A can’t see groups that power user B creates, so we have to step in to assign them. Our CSM agreed this is the way it works but was going to check with their colleagues if there are any workarounds. We really like the idea of being able to auto assign resources by branch or perhaps branch and / or group.

 

We have the same problem with our internal users…. as the managers move around to different teams, I’ve found no way to automate their Power User resource assignments to also move.  For example, Manager A has a team called Team A1, so we assign branch A and it’s descendants (A1) to their PU resources.  When Manager A takes a new position and is now over Team B1, we’d like to be able to move him to Team B and have the PU resources assignment automatically update to Team B and it’s descendants as well. 

It’s not always exact, with a manager only needing access to teams directly under them, but it would be nice to have an option when assigning resources to be able to choose an option when assigning PU resources, to have it auto-include their own branch+descandants (typically a manager would be at the Dept A level, with Teams A1, A2, A3, etc. under them, so we’d want to be able to auto-assign the branch they are in and any branches under it to their resources.

I know when importing users, we can set this option, but I see no way to have it update as the user is moved or turn it on for existing users that may not have been a Power User when their account was first created (or for when we manually create their account instead of importing it from CSV).

We has a similar challenge, needing to allocate unique resources to a large group of power users based on differing roles and branches. While Docebo couldn’t directly cater to this need, we've automated the process through an excel file for conditional mapping and the API.

Our Use Case: Our business has numerous locations, each with Site Managers needing access to  resources relevant to their location. These general managers can frequently move to different locations so we didn’t want to handle this manually.

Step by Step Breakdown:
 

1. Nightly Import from HRIS: Every evening, we import an updated file from our HRIS through the automation app, supplying information in various fields such as the users' location and role. We’ve also enabled the functionality for power users to be assigned all the users in their branch

2. Excel File for Criteria and Resource Mapping: We utilise an Excel file to define our resource allocation rules. This file analyses various columns in the imported user file, organising users based on certain criteria within these columns. We then set the resource to be allocated, points to a secondary sheet that contains the mapping and defines what unique field will be used to map the resources.

   

    

3. Searching Job Role and Resource Codes: The Excel sheet named 'Course (SM)' lists all possible locations and the respective resource codes. Our process hunts for users labelled 'Site Manager' in the 'JOB ROLE NAME' column. Then it references the 'Course (SM)' sheet for each possible value in the LOCATION column. It then lists the relevant course codes to be mapped to uses that have that value in their Location column.

   

    

4. Python Script and API Assignment: We execute a script nightly. This script combs through the user file, identifying users fitting the conditions built in the excel file (Job Role = Site Manager). It then matches the users' LOCATION value with the corresponding column and assigns the listed resources for that location using the API.

    

5. Scalability and Flexibility: By setting the conditions using the excel file, its flexibile and scalable, also allowing different administrators to define conditions or resources to be allocated with minimual technical skill. It can handle an extensive range of conditions and employ any field from the user files to construct the mapping. As such, the solution can evolve with us as our use cases expand.

We were pretty surpirsed that this functionality didn’t exist in Docebo natively, hopefully this is something that is on the horizon.