Managing access to performance activity instances

Available from Totara 19.1

The Managing access to performance activity instances feature enables Site Administrators and Performance Activity Managers to manually remove or restore access to participant instances within performance activities.

This enhancement highlights the critical responsibility of Site Administrators and Performance Activity Managers to actively manage access and ensure users retain visibility only over activities relevant to their current roles or job assignments. This process helps uphold data privacy, security, and confidentiality, particularly when users change roles. The Remove access option allows Site Administrators and Performance Activity Managers to take action on a case-by-case basis without affecting underlying performance data.

Performance activities often contain sensitive information related to participants. While users may need access to these activities based on their job assignment, they may no longer require access if they change role or job assignment. This feature helps maintain data privacy and ensures that only relevant users have access to performance records.

Users with manage participation capabilities, can_manage_participation, will find the remove or restore action in the action menu (...) for closed participant instances and “not applicable” availability (i.e. view only).

Remove participant access from instances

1. Go to your Manage Performance activities page Quick access menu > Activity management.

2. Select the Manage participant icon (   ) for the activity you wish to remove a participants access to.

3. Select the Participant instances tab.

4. Then select the three dots ( ) for the participant linked to the relevant subject you wish to remove access to the instance.

   

5. From the options select Remove access.

6. A pop-up will appear confirming you wish to Remove participant access, select Continue to confirm, or Cancel.
   

7. Once access has been removed that participant will display a remove access icon next to their name.

   

With access removed

• The participant will no longer see the activity under their Performance activity tab.

• If they attempt to access the activity via a saved link (e.g., an old email), they will be blocked.

• Other participants (e.g., the subject) will still be able to view that participant’s responses as normal.

• Responses remain available for reporting and analysis.

• Removed access does not show on other users' details modal, where they can check whether others have completed their sections.

• Participants whose access is removed do not receive a notification when their access is removed or restored.

Restore participant access from instances

Anyone with mod/perform:manage_all_participation capability can restore participants access to instances after their access has been removed by following these steps:

1. Go to your Manage performance activities page Quick access menu > Activity management.

2. Select the Manage participant icon (   ) for the activity you wish to restore a participants access to instances.

3. Select the Participant instances tab.

4. Then select the three dots ( ) for the participant with access removed for the relevant subject you wish to restore access.

5. From the options select Restore access.

6. From the Restore participant access pop up select Continue to confirm restoring access, or select cancel.

Once restored, the participant can access the activity as before, and the restriction icon is removed.