Sharing collections: working together on items and setting who can use them in assessments

Cirrus Assessment Support Team -

Sharing collections: setting who can work together on items and who can use them in assessments

When working with the Cirrus Assessment platform, it is very important that the right content is accessible to the right people. Sharing and hierarchies form the basis for all access permissions. This article will focus on sharing your Collections (Item banks) in Cirrus. You can easily share in two ways, which each serve a different purpose:

  1. Sharing: working together on items in your collections
  2. Sharing: allowing users to use your collection of items when building an assessment
  3. Viewing the sharing permissions on a collection
  4. Defining who can share collections

Please note: sharing is used when working together on collections of items and when assembling assessments. Your place in the Hierarchy as set in the Administration panel determines who you can share with.

The Hierarchy further governs who can do the scheduling (aka booking or planning) of your assessments. This determines:

  1. who can schedule which assessments
  2. which candidates can be added to your booking.

Setting up the right Hierarchy for your organisation is a crucial step to align with your company's procedures and goals. A system administrator needs to define this in the Admin section of your environment.

Cirrus Assessment recommends to do this with one of our consultants.

Sharing: working together on items in your collections

By sharing a Collection, you can grant editing rights to certain (groups of) users. Enabling users to work together on a collection of Items for example with several authors and or reviewers can be done very easily by the authors of the collection

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  • Go to Library > the collection overview page will open:
  • Open the collection you want to share - you need to be an author in order to be able to do this
  • Click the 'Share'-button
  • A screen will open, asking you what kind of sharing you want to apply to the selected Collection:

  • Click on "Select who should have access to my collection"
  • A modal window will open where you can easily select who has which kind of access to the collection:

  1. You can easily narrow down the required individual or group of users to share with by filtering on hierarchy (group) [1a], searching by name [1b] or filtering by role [1c]
  2. Check the box for each user you want to add
  3. Select the permission for each user to have within this collection (e.g. Author, Reviewer). These permissions are defined under Admin > Roles > Collection-tab. Reviewers for example by default only see items ready for review and those that are approved / disapproved. They are not allowed to create or publish items.
  4. Click on the 'Add and close'-button: you will return to an overview of who this collections has been shared with to work on.

Sharing: allowing users to use your collection of items when building an assessment

  • Go to Library > the collection overview page will open
  • Check the box of the collection to share
  • Click the 'Share'-button
  • A screen will open, asking you what kind of sharing you want to apply to the selected Collection:

 

  • Click on "Select who should be able to use questions from this collection in assessments"

 

  1. You can easily narrow down the required individual or group of users to share with by filtering on hierarchy (group) [1], searching by name or filtering by role.
  2. Check the box for the user(s) you want to add
  3. Click on the 'Add and close'-button: you will return to an overview of who this collections has been shared with to work on.

Viewing the sharing permissions on a collection

You can easily view the sharing permissions on a collection:

  • Go to the collection overview and tick the box in front of the collection
  • Click on the 'Share' button
  • Click on 'View a detailed overview of the current sharing permissions'
  • The 'view permissions screen show a list of users with their 'collection role' for this collection and if they have 'access to questions' to build assessments with them:

Who can share collections?

The power to share collections is set in the users Role as defined under Admin section in your Cirrus environment:

  • Go to Admin > Roles
  • Click on the Collection tab
  • Check the option 'Manage Sharing' for those roles that should be able to do this:

 

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