Assign Project Roles and Approve Projects for Use

Project Status

Course and Programs in WIDS carry a status.  The status of a project controls who can see it and how it can be used. 

• WIP:  WIP (Work In Progress) projects are in development.  They have not been approved for use in the organization. 
• Pending: Pending projects are in review.  As a result, they are uneditable. 
• Active: Active projects have been approved for use.   Site Administrators can always make changes to active versions, but other roles may not be able to unless they have been given permission to do so.
• Future: Courses that have been approved for use at a future date. Site Administrators can always make changes to future versions, but other roles may not be able to unless they have been given permission to do so. 

Project Roles

All users have access to the Course Preview screen.  As a result, only users who are going to make changes to the a project, need a project role.

Users are assigned a role to work in a project.  Site Administrators often assign these roles.  Organizations can create custom roles, however most organizations use these:

• Developer:  Users with rights to edit the WIP project.
• Reviewer:  Users who can view the unapproved version and provide feedback on it.
• Project Manager:  Users who approve the project and set the active date.  (Some organizations use Site Administrators for this role.)

You can assign project roles from the Project Management tab of the project.  But the easiest way to do it is from the Site Administration/Add/Edit Users screen.  Assign Project Roles  (look about 1/2 down this page to find the section on assigning roles).

Program Approval

• Programs are approved as a whole initially. The Developer submits the entire project for approval—and everything included in the project is approved at the same time with the same effective date. 
• Once a program has been approved, additional changes are handled through incremental approval. General users do not see incremental WIP items until they are approved. Incremental edits the Developer makes to the project are listed on the Request Approval screen and can be submitted and approved separately. 

For more information on Program Approval see these pages:

• Request Approval, Deletion or Expiration
• Review and Withdraw Approval Requests
• Approve Pending
• Manage Status

Course Approval

• Programs are approved as a whole initially. The Developer submits the course for approval—and everything included in the course is approved at once.
• Once a course has been approved, additional changes are handled by creating a WIP version.  A WIP version is an exact copy of the course for editing purposes.  Changes can be made to the WIP version without disrupting anything in the approved course.  Developers submit the WIP version for approval.  Once approved, the current active version is expired and the new version takes its place.  Expired versions are always visible from the Preview screen. 

For more information on Course Approval see these pages:

• Create and Delete WIP Versions
• Submit a WIP Course Version for Approval
• Review a WIP Course Version
• Approve a WIP Course Version