Feature Overview and Requirements

Although there are additional administrative levels provided with the standard set of LMS Roles, only Portal Administrators have authority to both view, use, or edit most LMS features, master data, and configurations. Therefore, you typically only want to assign this role to key resources who oversee and manage all areas of the LMS.

As you manage any user account, remember that a user’s Profiles must contain at least one assignment to each of the following elements:

1. ORGANIZATION – Attach user access to a specific organization level: Company, Business Unit, Division or Location. By default, all new accounts are created with a Student-level profile assigned to a Location-level organization, which ensures that transactions related to login and transcript activity can be easily recorded and reported in the LMS. Profiles attached to higher organizational levels will grant access to all subordinate segments within the company structure.
2. POSITION – Specify a user’s Position within the overall position-to-position hierarchy defined for your LMS portal. This selection, regardless of Role assignment, helps to determine oversight of other users assigned to subordinate positions in your LMS (i.e. which employees a user can oversee under the “My Employees” and “Approvals” tabs, as well as who can be viewed via Reports and Enroll Others functions, if authorized).
3. ROLE – Unlike Position assignment, which determines the position-to-position hierarchy, Role assignment determines access rights, such as the menu items and targeted navigation a user can access. Latitude provides a set of default roles that can be incorporated as part of any profile to determine user responsibility and functionality in the LMS.

All users, including portal administrators must have an active profile at a Location. To grant a user full Portal Administrator rights, you must create a secondary profile tied to the Company level and assign it the highest managerial Position in addition to the Portal Administrator Role.

Step by Step Procedure and Field Description

Add a New Portal Administrator

1. From the left navigation menu, click Users > Search Users to find the person you want to make a full portal administrator.
2. Click Edit User Profile for the selected user.
3. On the User Details page, select the Profiles tab to see a list of current profiles, and the options to Edit Profile or Add Profile to the user’s account. To add a new profile, select Add Profile.

4. Choose an Organization – Search for and select the Company-level organization. Do NOT “check” this profile as Primary.
5. Select a Position – Search for and select the top-level position assignment in the position-to-position hierarchy you have created (e.g. by default, this is TRA –  Training Administrator). The portal administrator should be the top of the hierarchy so that he or she can manage training for all employees, including top executives.
6. Select a Role – Search and select Portal Administrator.
7. Click Submit.

This is how the list of how the profiles should look for a company-wide portal administrator.