Cool Farm Platform - Permission Sets

Cool Farm Platform - Permission Sets

How to grant member benefits to someone outside your organisation

A Member Admin can grant member benefits to users who are not part of their organisation by creating a Permission Set and adding the relevant users to it.

Permission Sets allow you to:
  1. Increase a user's assessment limit beyond the standard limit of 5 assessments.
  2. Allow a user to export their own assessment results.
Before you start: If a user's email address has the same domain as your organisation, they will automatically be associated with your Member Organisation on the backend. You do not need to grant them additional permissions using a Permission Set.

Currently, Permission Sets are managed through the API documentation. We hope to make this functionality available directly in the Cool Farm Platform in the future.

1. Create a Permission Set

Step 1: Open the API documentation

  1. Open the CFP API Docs
  2. Find the Permission Set section
  3. Expand the POST/permission-set endpoint
  4. Click Try it Out

Step 2: Edit the Request Body

You will see a template in the Request Body box. This contains the information needed to create your Permission Set.
You only need to edit the relevant parts of the template.

1. Give your Permission Set a name and description
Choose a name and description that will help you identify what the Permission Set is for. These are for your reference, so you can use whatever wording makes sense for your organisation.So initially, give it a name, a description - this is only for your reference, so something that helps you identify what the Permission Set is to be used for. 

2.  Choose the permissions you want to grant
Under permissions, you can configure two settings:

Setting
What it does
What to enter
canExportResults
Determines whether users can export their own assessment results.
true to allow exporting, or false to prevent it.
maxAssessments
Sets the maximum number of assessments a user can complete.
Choose 5, 300, 5000 or 250000.

For example, if you want users to be able to export their results and complete up to 300 assessments, set canExportResults to true and maxAssessments to 300.

Remember to keep the quotation marks, commas and other formatting in the template as they are. Only change the relevant values.

Before:

After:



Step 3: Create your Permission Set

Once you have edited the Request Body:
  1. Click Execute
  2. Scroll down to the Response Body section
  3. Check the response to confirm that your Permission Set was created successfully

Make a note of the Permission Set ID shown in the response. You will need it when adding or managing users.

Don't worry if you forget to copy it - you can retrieve it later by following the instructions in Section 3.

2. Add a user to a Permission Set

Once you have created a Permission Set, you can add users to it to grant them the permissions you configured.

Step 1: Open the endpoint

  1. Find the POST /permission-set/{permissionSetId}/users endpoint.
  2. Expand it and click Try it out.

Step 2: Enter the required information

You will need to provide two pieces of information:
  1. Permission Set ID: Enter the ID of the Permission Set you want to use.
  2. Request Body: Enter the user's email address between the speech marks.
Before:

After:

Step 3: Add the user

  1. Click Execute.
  2. Check the Response Body to confirm that the request was successful.
The user has now been added to the Permission Set and can access the benefits associated with it.

Repeat these steps for each additional user you want to add.

3. See all Permission Sets created by your organisation

You can view the Permission Sets created by all Member Admins at your organisation. This is useful if you need to find a Permission Set ID or check which permissions have been configured.

How to view your Permission Sets

  1. Find the GET /permission-sets endpoint.
  2. Expand it and click Try it out.
  3. Click Execute.
  4. Scroll down to the Response Body.
The response will list the Permission Sets created by Member Admins at your organisation. For each Permission Set, you can see its ID, name, description and associated permissions.

You can use this information to identify the correct Permission Set before adding or removing users.

4. See which users belong to a Permission Set

You can retrieve a list of users who have been added to a particular Permission Set.

How to view the users

  1. Find the GET /permission-set/{permissionSetId}/users endpoint.
  2. Expand it and click Try it out.
  3. Enter the relevant Permission Set ID.
  4. Click Execute.
  5. Scroll down to the Response Body to see the users associated with that Permission Set.
If you don't know the Permission Set ID, follow the instructions in Section 3 to retrieve it first.

5. Remove a user from a Permission Set

If you no longer want a user outside your organisation to have access to the benefits granted by a Permission Set, you can remove them.

Step 1: Find the required IDs

You will need:
  1. The Permission Set ID.
  2. The User ID of the user you want to remove.
You can find the Permission Set ID by following Section 3. To identify the relevant User ID, follow Section 4 and check the response for the user you want to remove.

Step 2: Remove the user

  1. Find the DELETE /permission-set/{permissionSetId}/users/{userId} endpoint.
  2. Expand it and click Try it out.
  3. Enter the relevant Permission Set ID and User ID in the corresponding fields.
  4. Click Execute.
  5. Check the response to confirm that the request was successful.
The user will no longer have access to the benefits granted through that Permission Set.

Please note: Removing a user from a Permission Set revokes the permissions granted through that set. If a user has access through another Permission Set or another mechanism, that access may remain in place.

Need help?
If you have any questions about setting up or managing Permission Sets, please contact the Cool Farm Support team at support@coolfarm.org.