Performance activities removed on role change

Site Administrators are able configure the global settings for Totara Perform to Remove access to closed participant instances on role change when role or job assignment relationships change. 

When the Remove access to closed participant instances on role change setting is enabled, this setting hides closed activities from the As a… tab (for example, Manager, Manager’s manager, or Appraiser) on the Performance activities page when the activities belong to a staff member who no longer reports to that role.

Configure 'Remove access to closed participant instances on role change' global settings

1. Navigate to Quick-access menu > Configure features > Perform settings (admin/settings.php?section=advancedfeatures_perform).

2. Select the checkbox for Remove access to closed participant instances on role change to enable this setting.
   

   

With this setting enabled, all job assignment-based relationships, such as Manager, Manager’s manager or Appraiser, will have their access to participant instances removed when an instance is closed and the relationship no longer exists. They will no longer have access to those instances, and those instances will be hidden from the As a (manager, manager's manager, or appraiser) tab.

The subject’s access to their performance activity instances is not impacted, and they will still have visibility of responses from their previous manager, if they originally had visibility.

Enable Remove access to closed participant instances on role change either globally or per performance activity if participants such as managers, manager’s manager, or appraisers should only have access to their current report’s activities, as defined by a changing job assignment. This setting is particularly useful when combined with the Close participant instances on role change setting, which allows in-progress instances to be closed and then removed from the participant’s Performance activities page once the reporting relationship no longer applies.

Overwrite global Remove access setting

You can configure and overwrite the global settings to Remove access to closed participant instances on role change at the performance activity level when an instance is closed.

1. Access the activity management page by selecting Quick-access menu > Activity management (mod/perform/manage/activity/index.php).

2. Select the activity for which you wish to configure the remove access settings.

3. Select the Assignments tab.

4. Enable the toggle switch ( ) for the Override role and relationship change settings.

5. In the Remove access to closed participant instances dropdown menu, choose either:

   • Disabled: Access will not be removed, even if the participant's job assignment changes.

   • Enabled: Access to closed instances will be removed if the participant is no longer related to the subject via job assignment (e.g. they are no longer their manager).

The table below demonstrates the actions the system will take based on the Remove access to closed participant instances on role change setting.