Restricting access to edit certain courses that need custom reported data

@Richard.C.Hess You should be able to create a reporting role for the PU’s that gives them full access in reporting only, without giving edit access to the course.

If you need to grant your Pu different permissions for different course sets, they will need more than 1 profile to accomplish this. Unfortunately there is no way to breakdown access in the way you’d like. This is a sore spot we’ve been asking Docebo to look at for some time...

I also run a federated shop like yours but we dont have the count or complexity that you are describing.

I think custom reports is the way to go to solve your dilemma. We solve something similar with middleware to help get data out to our managers and an escalation path. We build a master report and slice it up with magic of an excel visual basic program and email it out as an attachment accordingly. That helps to keep people in the flow of work the best for us.

Another way is to get the data out to something more manageable like PowerBI or another analytic tool and dole out the reporting user access from there…there is a Learn product that is out there where they copy and sync up with Learn (I believe it is Snowflake instance white labeled). 

@Jtischler Thanks for your quick response. The issue with this is we actually want to give them the ability to create and edit their own courses - but as far as the courses that the organization is handling and assigning, we just want Power Users to be able to view the completion of those (probably 20 courses total) without being able to edit. The custom reporting fails for these courses if they are not granted sight to that category. Hope this helps explain further.

You have hit a Docebo configuration limitation. Power Permissions are given separately from resources. You cannot provide course update permissions for some resources and view permissions for other courses.
If your power users need access to reports on these global courses, maybe you could give them access to a larger user population. This option would be ideal if user management permissions are limited. If not, it will weigh in your decision. I don’t know if the report will include courses that they don’t have assigned as a resource in their power user profiles. However given they have visibility because it is all employee training, they might show up in reports. Worth testing. 

Your super admin report option might be the way to go. Is there any reason the power users cannot all get the same report. They can filter it themselves for their region if you have the appropriate field(s) in the data set. 

Thanks @lrnlab I thought this was the case but wanted to confirm I hadn’t missed anything during integration. The weight of the PU profile to create the courses we’d like to allow them to will always outweigh our limiting of the courses need for the report.

@dklinger This is what I was thinking our next move would have to be. I wanted to keep it all under one roof, per say, but it looks like in order to keep the integrity of the courses and data moving it to another tool might be the move.

Thanks so much for the help.

@Richard.C.Hess Unless I am thinking this through wrong, PU’s can only see and edit courses they have created or else have been permissioned for.  Your ask is to permission these global courses for visibility only in reporting.  Am I correct on this?

If you set the course permissions only to VIEW in a reporting profile, then you can assign a course/category within that reporting profile so that it is only able to be used in reporting and they cannot actually edit the courses.

@dianex.gomez We would like the Power Users to all view the same report actually - we just don’t want to give them the access to edit that course.. but also to allow them to create and edit courses that they desire. It doesn’t sound like you have the ability to constrain down to which courses you can and cannot edit.

We’ve tested the access and viewing of the custom report and unfortunately the custom reporting doesn’t seem to render if they aren’t granted the visibility to the course.

@Jtischler You are correct in your thinking!

Is the second really possible? Where is the ability to assign the course/category within the profile?

@Richard.C.Hess If the super admin schedules the report to send to the Power Users it is executed as the Super Admin, and everyone gets the full data set. If the Power User run the report, they get only what is in their purview. I’m hoping for your sake that not all 650 power users need this report. 
If they do, you can try sending the schedule report to a mail distribution list. Again, testing. 
I test everything before I’m confident it will work. 

yep, you select Custom Selection from the resources, and then open the Categories tab and you should be able to assign the categories.  

Keep in mind if you are using Learning Plans you will need to assign each learnin plan individually as well from the same panel. Selecting a category alone does not also give the Power user access to the learning plans. :-) (we learned that the hard way!)

This is true if your power users don’t have any other permission. It seems in this use case the power users are responsible for course management based on categories. If I understand this correctly, Richard wants them to be able to edit the courses in their assigned categories and report on courses in a different category. 

@Annarose.Peterson We do have these designated for all of our PUs, but we’ve found that if the category containing the course isn’t assigned to them, then a custom report with that course won’t show for them either.

@dianex.gomez Thanks for your follow up. That’s why I was thinking the custom reports might be the only thing that would protect the courses. Unfortunately we do need most of the PUs to be able to view the reporting on this one. With you being able to only email out to 25 users per report, that limits what we can do, but the mail distribution list is a good idea to test. The downfall systematically is that it is already nicely divvied up for them when pulling a custom report when it comes to their hierarchy, versus getting a mass report they have to filter out.

End of the day, I just don’t have time to run the audit trail for these 20 courses and see if anyone has gone in and done anything ill-advised to these courses. We also want them to be able to pull the reporting whenever time allows because our field can be hectic and busy.