Is it possible to automatically update Power Users' assigned resources?

Depends on how you set them up...for example...If you align them to have access to all courses and LP’s in visible catalogues, then any course or LP added to those catalogues will keep their access up to date.

You can use the CSV user import to also update the branch the power users have access to…

Some of what cannot be automatically updated

• Locations
• Groups
• CLOR Folder access
• Users
• Catalogues (note that you can also provide access via the Catalogues app)

These are just guidelines from what I have learned by using the LMS...I suggest you define some roles and test how and what can be automatically updated to make sure you grant the access that is needed.

For updates to things like Groups, you can use the filters to find your PU’s and update them all at once.

https://help.docebo.com/hc/en-us/articles/360020081500-Creating-and-managing-Power-Users

https://help.docebo.com/hc/en-us/articles/6463399445394-Power-User-permissions

In Docebo, there is no built-in feature that automatically updates the assigned resources (users, groups, courses, learning plans) for Power Users (PUs) when new items are created. However, you can automate or streamline the process by using dynamic rules based on user attributes such as roles (e.g., admin, Power User), or by mapping courses based on specific attributes like category, activity status, topics, skills, or Course additional custom fields (e.g., department, business unit). Additionally, you can provide Power Users with Catalog Access Permissions to ensure they can access all relevant courses within specific catalogs. This approach allows for more efficient management of Power User permissions and access to new resources.

Steps:

1. Define Custom Fields for Courses:

   • Create Custom Fields for your courses, such as "Department" or "Business Unit" or Category. These fields will allow you to tag courses with specific attributes.
   • Example: A course may be tagged with "Department: Sales" or "Business Unit: North America."

2. Create Dynamic Groups for Power Users:

   • Set up Dynamic Groups for Power Users based on specific course attributes. For example, create a dynamic group of Power Users who can access all courses tagged with "Department: Sales."

   • Dynamic Rule Example:

     • Filter: Courses with active status and "Department = Sales".
     • Action: Automatically assign all Power Users (with the appropriate role) to this dynamic group whenever a new course is added or tagged with this attribute.

3. Catalog Access Permissions:

   • Ensure that Power Users have the correct Catalog Access Permissions for the courses they need to view. You can create different catalogs for each department or business unit (e.g., Sales Catalog, Marketing Catalog), and assign Power Users to these catalogs to give them access to the relevant courses automatically.

I just learned today that even after giving PUs access to “all catalogs and learning plans” the PU profile is not automatically updated to add those recourses as they are created.  

​@dorseyrn not all resources can be automatically added to a PU profile. What other resources do you need to assign? You can always perform a mass action by user or PU profile to assign resources. Use the filters on the left to find your PUs and once elected you can choose from the menu at the bottom left of the screen to assign resources.

Is there a way to assign ALL catalogs AND for it to be automatically updated with new catalogs created? I am having to go in and update recourses every time a catalog is created….. for 50 PUs. There has to be a better way?

If the access is to all your catalogues that contain all your courses and LP,  you can choose the “All courses and learning plans” rather than assigning catalogues individually on the resources tab. This will keep their access always updated.

Unfortunately, that isn't working. I have assigned “all courses and learning plans” to the PUs. I created a few new catalogs with courses in them and the PUs cannot see the catalogs. Even though “users” assigned to the catalog can see the catalogs. Because their catalog recourses dont automatically update, the PU recourse assignment (or lack thereof) overrides the Assigned users (I assigned the PUs in the catalog). Without manually going into the PU profile and updating the catalog as a recourse they are unable to see it. 

​@dorseyrn have looked into using Categories? You can assign categories to your PU resources so as ling as all the courses you need them to access have a category that matches what they are assigned under the Resources tab, it should stay up to date. You can create different categories for the other courses you need to hide from the power users.