Every user in Lessonly has a role that grants them permission to take specific actions in the system––managing content, for example. Content ownership determines which users can create, edit, and/or publish lessons, paths, and practice scenarios. By default, people only have ownership of items they create themselves.
How to Change Content Ownership Settings
Permission settings are located in the admin menu, represented by a cog icon, in the upper right corner of the user interface. Open the Settings menu, then select the Roles tab. Finally, click Edit Permissions under the manager or creator roles.
Once you've made your selections, click the Save Role button at the bottom of the Roles page.
📝 Note: Content ownership can be customized for users in manager, creator, or custom roles. Admins always have these permissions; learners never have them.
Content Ownership Permissions
There are a few different options to choose from when updating role permissions, and any changes you make will apply to all users in those roles. These permissions are as follows:
Users cannot have ownership of content. Users with this permission setting cannot create, edit, or own any lessons or paths.
Users can be granted ownership of lessons and paths on an item-by-item basis. Content ownership can be extended to users with this permission.
This permission includes two separate components: the ability to create and edit lessons, paths, and practice scenarios; and the ability to publish lessons and paths
Users have automatic ownership of all content in the system. Users in this role have unrestricted access to all content in the company’s Lessonly tenant.
This permission also includes the ability to decouple publishing permissions from the permission to create and edit lessons, paths, and practice scenarios.
When users are prevented from publishing, any content they create will remain in a draft state. The Publish button on the lesson and path overview pages will be grayed out, i.e., disabled. To publish content, the user must notify a user with publishing permissions.
💭 Why might you want to introduce friction of this kind? See the FAQ section of this article for more information.
Changing Existing Permissions
Users with company setting permissions can update content ownership permissions at any time. To prevent accidental loss of content ownership, Lessonly will display a warning after you've selected the Save Role button. Review this notice and double-check that you've made the correct permission selections.
To confirm your changes, type the name of the role into the text field, then select "Yes, change this role’s permissions." You can also cancel the action at this stage.
📝 Important Note: Changes to role permissions cannot be undone. If content ownership is inadvertently stripped from users who ought to have it, you'll have to restore those permissions manually, user by user. So proceed with caution!
Frequently Asked Questions
Q. Why might I want to decouple publishing permission from the other content permissions?
A. In a word, governance. You can enforce an in-app review and approval process by giving only some users the ability to publish content. Under such a process, some employees are entrusted with the job of creating training content; but those creators must seek the approval of a publisher before content can be moved out of the draft stage and assigned. Some use cases may include:
ensuring that messaging is on-brand;
vetting content for sensitive information such as trade secrets;
or straightforward copyediting, ensuring that your content is of high quality, free of typos and errors, before being assigned to your learning public.
Q. Can I designate publishers within Lessonly, or use the app to create automated review and approval workflows?
A. Not at this time. In the future we intend to support more robust approval workflows including the ability to request reviews, notifications, and approvals. We're always eager to hear your ideas about such functionalities! Send your suggestions to our product feedback portal.
Q. Can a user have the ability to publish content without the ability to create/edit content?
A. No. Users must be able to create or edit content in order to publish it.
Q. Do publishing permissions affect on-demand practice scenarios?
A. No. Because on-demand practice scenarios have no 'Publish' function, they are not affected by this permission. Any users with permission to create and edit content can create and edit on-demand practice scenarios.
Questions? Contact the Support team at firstname.lastname@example.org