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Access Control

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Roles & Permissions

Summary

Roles and permissions within this framework will differ depending on your oublishing model. we’ll layout both options below and make recommendations based on which individuals from example Business Ltd could use.

Centralised publishing

In short, give global roles to a select number of content specialists and communicate to your organisation that these people are the go to contacts for publishing. If you would prefer to share the publishing power across your site, check out our guidance on
distributed publishing. All of the roles discussed here are applied via a users profile – using the
global roles tab. Here are the global roles to establish a centralised publishing team.

Publishing Role Permissions
Author
  • Create all types of content in any section
  • Set content to ‘Needs Review’ in the workflow
  • Edit your own content but not anyone else’s
Editor
  • Create all types of content in any section
  • Set content to ‘Reviewed’ in the workflow
  • Edit any content
Publisher
  • Create all types of content in any section
  • Set content to ‘Published’ in the workflow, publishing content
  • Edit and delete any content
Content Reviewer
  • Receive email notifications for all content nearing its review date
Section Manager
  • Create, edit and delete all sections
  • Design and configure sections using the ‘Edit’ menu options

Distributed publishing

Section roles are the local roles referred to above. Once you’ve created a section, go to manage
that section in options and you’ll find roles and permissions.
When you add a member and then add a role to them, they become a part of your local publishing
team with publishing powers.

Publishing Roles Permissions
Section Author
  • Create all types of content in a section and related subsections
  • Set content to ‘Needs Review’ in the workflow, which notifies a section editor
  • Edit their own content but not anyone else’s
Section Editor
  • Create all types of content in a section and related subsections
  • Set content to ‘Reviewed’ in the workflow, which notifies a section publisher
  • Edit any content within their section(s)
Section Publisher
  • Create all types of content in a section and related sub-sections
  • Set content to ‘Published’ in the workflow, publishing the content
  • Delete any content within their section(s)
Section Content Reviewer
  • Receive email notifications for content nearing its review date within their section(s)
Section Manager
  • Create, edit and delete sections
  • Access Edit Menu for design and configuration purposes within their section(s)

Permissions Matrix

Summary

The matrix below should help you define the permssions which should be assigned to users based on common operations on your intranet. It is worth mentioning that both global and local roles & permissions can be used in conjunction with each other.

 

Role (Global) Webmaster Branding Manager Content Layout Manager Locations Admin Ideas Admin Queries Admin Section Manager Author Editor
Operations
Access, create, edit & delete (where applicable):
All of administration ✔
All sections, content types, apps, comments and files ✔
Search experience ✔
Directory experience ✔
All profiles and account settings ✔
All groups including secret groups ✔
Personal content page ✔

 

Role (Global) Webmaster Content layout manager Location admin Publisher Moderator Content Reviewer Previewer Blogger
Branding in administration ✔    
Templates in administration ✔ ✔  
Locations in administration ✔   ✔

 

 

Role (Global) Webmaster Branding Manager Content layout manager Locations admin Ideas admin Queries admin
Ideas
Ideas app in administration ✔ ✔
All ideas created in the ideas app ✔ ✔
Idea statuses ✔ ✔
Idea categories ✔ ✔
Ideas submission form ✔ ✔
All ideas admin comments ✔ ✔
You can also export ideas ✔ ✔

 

 

Role (Global) Webmaster Branding manager Content layout manager Locations admin Ideas admin Queries admin
Queries: ✔
Queries app in Administration ✔ ✔
All queries created in the queries app ✔ ✔
Query statuses ✔ ✔
Query categories ✔ ✔
Queries submission form ✔ ✔
All queries Admin comments ✔ ✔
You can also export queries ✔ ✔

 

 

Role (global) Webmaster Branding manager Ideas admin Queries admin Section manager Author Editor Publisher Moderator
Section, workflows & content:
Any section ✔ ✔
Section members and team ✔ ✔
‘Manage sections’ in administration ✔ ✔
Create all content types ✔ ✔ ✔ ✔
Change workflow state to ‘Needs review’ ✔ ✔
Change workflow state to ‘Reviewed’ ✔ ✔
Change workflow state to ‘Published’ ✔ ✔
Clone content types ✔ ✔ ✔ ✔

 

 

Role (global) Webmaster Branding manager Author Editor Publisher Moderator Content reviewer Previewer Blogger
View unpublished content types ✔ ✔ ✔ ✔
Edit own content ✔ ✔ ✔ ✔
Access manage content ✔ ✔ ✔ ✔
Edit other users’ content ✔ ✔ ✔
Edit other users’ content tpyes ✔ ✔
Delete any content type ✔ ✔
Edit and delete all files ✔ ✔
Moderate Messages from Message Wall ✔ ✔
Comments before they are published ✔ ✔

 

Role (Global) Webmaster Branding manager Author Editor Publisher Moderator Content reviewer Previewer Blogger
Comments reported as inappropriate ✔ ✔
Emailed 31 days before a review date passes ✔
Emailed 3 days before a review date passes ✔
*These emails are also sent to the content owner and author
Enable and disable preview mode ✔ ✔
View unpublished sections ✔ ✔
View unpublished content types ✔ ✔
View unpublished sections content types displayed in widgets ✔ ✔

 

Role (Global) Webmaster Publisher Moderator Content reviewer Previewer Blogger Blogger w/ ghostwriter Groups manager
Blogs:
Can create blog posts ✔ ✔ ✔
Can edit own blog posts ✔ ✔ ✔
Can manage workflow state for own blog post ✔ ✔ ✔
Change authorising for any blog post ✔ ✔

 

Interact: All Roles
@ mention other users ✔
Comment and reply to comments ✔

 

 

Report: Admin Publisher Moderator
Comments as inappropriate ✔ ✔
Messages as inappropriate ✔ ✔

 

 

Groups Access: Admin Blogger w/ ghostwriter Groups manager
Must be able to access all groups regardless of whether they are a member of the group or not ✔ ✔
Must be able to access the group landing page ✔ ✔
Must be able to access the group landing page dashboard ✔ ✔
Must be able to access the dashboard, members and docs area for
each group regardless of whether they are a member of that group or
not		 ✔ ✔
Must be able to access ‘Manage Groups’ page ✔ ✔
Must be able to access In Place Editor / Customise Page feature on
groups landing page		 ✔ ✔
Must be able to access groups category management page at
/invotra/admin/app-settings/group-category		 ✔ ✔

 

 

Create/Edit/Delete: Admin Blogger w/ ghostwriter Groups manager
Must be able to create post/polls/comments/docs in
groups if THEY ARE a member of that group		 ✔ ✔
Must NOT be able to create post/polls/comments/docs in
groups if THEY ARE NOT a member of that group		 ✔ ✔
Must be able to edit posts/polls/comments/docs in all
groups regardless of whether they are a member of the
group or not.		 ✔ ✔
Must be able to delete posts/polls/comments/docs in all
groups regardless of whether they are a member of the
group or not.		 ✔ ✔
Must be able to add/edit/delete widgets using In Place
Editor / Customise Page feature on groups landing page		 ✔ ✔
Must be able to access widget settings and style options
using In Place Editor / Customise Page feature on groups
landing page		 ✔ ✔
Must be able to add/edit/delete group category
taxonomies on the group category management page at
/invotra/admin/app-settings/group-category		 ✔ ✔

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