By using the Roles and security files features of Zoola™, you can configure a Domain to show customized data to specific viewers in Views, Reports, and Dashboards
This case study walks you through the scenario of creating a custom view to show a specific user data on only their students/employees, filtering out any data from irrelevant students/employees. We have named it: The Manager View.
The process of configuring views based on security files functions on the principle of connecting a database field from the Domain data to an attribute from the user profile of the report viewer—this connection is established in the security file, which is attached to the Domain.
If a report viewer has the attribute identified in the security file, they will see the data of students who have the corresponding value. This means that if there are no students in the Domain data who have a corresponding value to the value of the attribute of the viewer, no data will be shown. The following table represents the Manager View scenario, in which the "Manager ID" attribute of the Domain has been configured in the security file to correspond to the "User ID" of the report viewer:
"Student 1" Manager ID: W | "Student 2" Manager ID: X | "Student 3" Manager ID: Y | |
|---|---|---|---|
| "Manager 1" User ID: X |  |  | |
| "Manager 2" User ID: Y | | |  |
| "Manager 3" User ID: Z | | | |
Manager 1 can see the data of Student 2 , but not Student 1 or Student 3, as the "Manager ID" of Student 2 corresponds to the "User ID" of Manager 1.
Manager 2 can see the data of Student 3, but not Student 1 or Student 2 ,as the "Manager ID" of Student 3 corresponds to the "User ID" of Manager 1.
Manager 3 cannot see the data of any of the students, since none of the students have a "Manager ID" of "Z."
If the connected attribute is present in certain viewer profiles, but not others, then the configuration applies differently. Viewers with the identified attribute will see the data of students who have a corresponding value, but viewers that do not have the corresponding attribute at all will see all the data, as though the Domain had not been configured
The following table represents an alternative Manager View scenario, in which the "Organization ID" attribute of the Domain has been configured in the security file to correspond to the "Organization ID" of the report viewer: Only certain viewer profiles have an "Organization ID" attribute, so the view is affected as follows:
"Student 1" Org ID: W | "Student 2" Org ID: X | "Student 3" Org ID: Y | |
|---|---|---|---|
| "Manager 1" Org ID: X | | | |
| "Manager 2" User ID: Z | | | |
| "Manager 3" No Org ID | | | |
Manager 1 can see the data of Student 2, as they share a corresponding "Organization ID."
Manager 2 cannot see the data of any of the students, since none of the students have an "Organization ID" of "Z."
Manager 3 can see the data of all of the students, since Manager 3 does not have any "Organization ID," and the view reverts to default.
For the purposes of this case study, we will configure the public Course Completions Table View to provide a manager the view of their students/employees who have completed courses. The case study is broken down into the following steps
- Configure a New Manager Profile (Optional)
- If you intend to create the Manager View for a preexisting Zoola™ User profile, this step can be skipped.
- If you intend to enable a Totara user with a new Zoola™ profile suited to the Manager View, follow the instructions in Step 1. This step will walk you through enabling an LMS user with the necessary Zoola™ Roles for the Manager View.
- Copy the Domain to a Private Folder
- This step will walk you through identifying the Course Completions Domain in the Public folder and copying it into your private system.
- Configure the Security File
- This step will walk you through creating a custom XML security file, including the Manager View attributes, and adding the file to the newly copied Domain.
- Creating Views and Next Steps
- This step will identify potential uses and views for the newly secured Course Completions Domain, including view types and alternative attribute configurations.