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Web CMS roles

Share URL:      Article: KB0000261 Published: 2014-05-14 Last modified: 2017-07-29

Training Information

Know your role

When a user is first created in the CMS a role, or series of roles, are assigned to that user based on what level of access that user is meant to have inside of a site. The level of access is determined by what functions the user is required to perform.

Standard Site Roles

Site administrator: Note: As of February 2013, the site administrator role will no longer be used. Users who already have that role will be transitioned to the site manager role. The site administrator role will be retained but applied only for extremely customized (non-standard, non-supported) sites.

Site manager: The site manager role is best suited for users who will be managing entire sites. Site managers can contribute and publish content, and can also manage the assets and functions necessary to configure a site, to apply global enhancements (like JavaScript or CSS that applies to all pages in a site).

Site publisher: This is the role most content creators have. They cannot edit site settings nor do they have access to the underlying building blocks of the site. They can create, edit, move and delete assets. Normally, users assigned to this role can also publish content to the live site, though this ability can be disabled.

Limited site publishers: This role is for are groups of users that have the abilities of site publisher role, but only for specific folders or pages of a site. Normally, users assigned to this role can also publish content to the live site, though this ability can be disabled.

Site Contributor: This role has largely the same capabilities as a publisher. However, the role requires a workflow to be able to make changes to content or publish. Basically, users with this role need to be part of an approval process (workflow) defined in the Web CMS to make content changes (edit, create, publish). Site managers create their own workflows. To date, given the complexities of creating and managing workflows, no site uses them. But the role is available should that become a need. If workflows are desired, please contact the Web CMS Team to discuss the details.

Limited Site Contributor: This role is for are groups of users that have the abilities of site publisher role, but only for specific folders or pages of a site.

Site approvers: This role is intended for use by users whose only function is to review, approve, or deny work submitted by others as part of an approval process (workflow) defined in the Web CMS. They cannot create, edit or publish content. This would allow an administrative user with limited Web CMS experience the ability to be a part of an approval process. To date, given the complexities of creating and managing workflows, no site uses them. But the role is available should that become a need. If workflows are desired, please contact the Web CMS Team to discuss the details.

Role Assignment

The Web CMS Team creates and assigns all roles and user access rights. Adding new users, changing the roles of existing users or limiting some user groups to have access to specific areas of a site is something the site owners/managers can do by submitting a request to the Web CMS Team.

Site Role Summary

The following table summarizes the capabilities of the site manager and publisher roles.

AbilitiesManagerPublisherNote
Activate or Delete a previous asset version Yes Yes  
Edit content of Data Definitions of Pages and Blocks Yes Yes 1
Edit page content Yes Yes --
Move or Rename assets Yes Yes --
Publish Files, Folders, Pages Yes Yes --
Upload images from the WYSIWYG image upload popup Yes Yes --
View the publish queue Yes Yes --
Batch upload files in zip format Yes Conditional 6
Access the Administration area Yes No --
Apply server-side code to pages (using code block) Yes No --
Break locks on assets Yes No --
Bypass site permission checks Yes No --
Configure site settings Yes No 2
Create and edit Connectors (Google) Yes No 3
Create, edit and test publish Destinations Yes No 4
Create, edit and test publish Transports Yes No --
Disable Accessibility, Link Checks and HTML Tidy checking when publishing Yes No --
Enable Spell Checking when publishing Yes No --
Multi-select Copy Yes No --
Multi-select Delete Yes No --
Multi-select Move Yes No --
Multi-select Publish Yes No --
Change user access via request Yes No 5
View the Audits tab Yes No --
Create and edit Publish Sets Conditional No 6
Create, edit and manage Workflows Conditional No 6
Create, edit and manually publish Publish Sets Conditional No 6
Edit Congfiguration Set Conditional No 6

Notes:

  1. The content of some Data Definitions can only be edited by managers.
  2. Including site name, contact information, color scheme, global CSS and JavaScript, logo/banner image, Google Analytics, menu scheme, search mechanism.
  3. Although enabled for all connector types, currently support information is for the Google connector only.
  4. Due to a bug, testing of publish Destinations must be performed by Web CMS system admins.
  5. Site managers/owners can send user role/access changes to the Web CMS system admins.
  6. These are functions that can be added to the standard role on an as needed basis.


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