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Roles and permissions
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Global roles
There are two User Types
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Organisational user
Access:
- Published sections
- Published content types
- Search experience
- Directory experience
- All enabled Apps
- Personal feed
- Notifications
- Profile page
- Personal content pages
Create:
- App content
Edit:
- Profile settings
- Account settings
Interact:
- @mention other users
- Comment and reply to comments
Report:
- Comments as inappropriate
- Messages as inappropriate
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External user
Access:
- Extranet homepage
- Personal feed
- Personal content page
- Profile page
Edit:
- Profile settings
- Account settings
It’s possible to give external users access to other sections, apps, and experiences, such as profiles and the directory. Here’s what you need to know about extending the external user permissions.
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There are eight Management Roles
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Webmaster
Access, create and edit:
- 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
Interact:
- @mention other users
- Comment and reply to comments
Report:
- Comments as inappropriate
- Messages as inappropriate
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Brand manager
Access and edit:
- Branding in Administration
Includes Colour scheme, Fonts, Footer, Login, Logos, Mobile, Wallpaper, UI Elevation, and Widget branding
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Content layout manager
Access, create, edit and delete:
- Templates in Administration
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Locations admin
Access, create, edit and delete:
- Locations in Administration
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Ideas admin
Access, review, manage and delete:
- 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
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Queries admin
Access, review, manage and delete:
- 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
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Groups manager
Access
- 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
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Create/Edit/Delete
- 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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Brand manager role
Should have access to all pages in Invotra Admin under ‘Branding’
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There are ten global Publishing Roles
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Section manager
Access, create, edit and delete:
- Any section
- Section members and teams
- ‘Manage sections’ in Administration
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Author
- Create all content types
- Change workflow state to ‘Needs review’
- Clone content types
- View unpublished content types
- Edit own content
- Access manage content
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Editor
- Create all content types
- Change workflow state to ‘Reviewed’
- Clone content types
- View unpublished content types
- Edit own content
- Edit other users’ content
- Access manage content
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Publisher
- Create all content types
- Change workflow state to ‘Published’
- Clone content types
- View unpublished content types
- Edit own content types
- Edit other users’ content types
- Delete any content type
- Edit and delete all files
- Access manage content
- Moderate messages from Message Wall
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Moderator
Access, review, manage and delete:
- Comments before they are published
- Comments reported as inappropriate
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Content reviewer
- 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.
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Previewer
- Enable and disable preview modeÂ
- View unpublished sections
- View unpublished content types
- View unpublished sections content types displayed in widgets
Section specific previewer
- Enable and disable preview modeÂ
- View unpublished content types for a specific section
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Ghostwriter
- Makes ‘Authored by’ an editable field in content typesÂ
- Change the author of content
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Blogger
Access, create, publish and delete:
- Access all published blogs in the Blogs app
- Access published blogs displayed throughout the site in widgets
- Create, publish and delete your own blogs
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Local roles
There are six local Publishing Roles
Local roles have the same permissions as their namesake global roles, but they are restricted to specific sections. Members, users or teams of users, are added to sections by section managers and given a role.
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Section Manager
- Create sections in specific section(s)
- Edit sections in specific section(s)
- Delete sections in specific section(s)
- Manage contributing members and teams in specific section(s)
- Add, edit and delete widgets in specific section(s)
- Add, edit and delete region styles in specific section(s)
- Add, edit and delete widget styles in specific section(s)
- Save templates in Edit Mode in specific section(s)
- Apply templates in Edit Mode in specific section(s)
- Apply layouts in Edit Mode in specific section(s)
- Reset layouts in Edit Mode in specific section(s)
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Publisher
- Create all content types and relate specific section(s)
- Edit all content types in specific section(s)
- Delete all content types in specific section(s)
- Clone all content types in specific section(s)
- Access and manage workflow in specific section(s)
- Access and manage revisions in specific section(s)
- Access dashboard (voting) in specific section(s)
- View unpublished content anywhere in specific section(s)
- Apply templates in Edit Mode in specific section(s)
- Access Manage Content and all content types related to specific section(s) in all workflow states
- Access, edit and delete all files related to specific section(s)
When content changes from ‘Needs review’ to ‘Reviewed’ the publisher receives a notification email.
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Editor
- Create all content types which are automatically related to specific section(s)
- Edit content types related to specific section(s)
- Clone all content types related to specific section(s)
- View unpublished content types to specific section(s)
- Access and manage workflow states up to ‘Reviewed’ in content types related to specific section(s)
- Access revisions for their all content in content types related to specific section(s)
- Access Manage Content and all content types anywhere in the following workflow states: Draft, Needs Review, Reviewed, including Archived
When content changes from ‘Draft’ to ‘Needs review’ the editor receives a notification email.
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Author
- Create all content types, which are automatically related to specific section(s)
- Edit their own content types related to specific section(s)
- Clone all content types related to specific section(s)
- View their own unpublished content types related to specific section(s)
- Access and manage workflow states up to ‘Needs review’ anywhere
- Access revisions for their own content related to specific section(s)
- Access Manage Content and all content types anywhere in the following workflow states: Draft, Needs Review, Reviewed, including Archived
When content is changed back to ‘Draft’ the author receives a notification email.
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Moderator
- Manage comments that need review
- Review reported comments
- Delete any comment
- Access unpublished comments, reported comments in Manage ContentÂ
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Content reviewer
- Receive an email notification when a content type’s review date is 31 days away from passing.Â
- Receive an email notification when a content type’s review date is 3 days away from passing.
- The same emails are sent to the content type’s owner and author.
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Top tip for local publishing team
Try to assign the correct roles to people in your section so they can help you write, edit, review and manage content.
A user can be assigned multiple roles but this should be limited to what is required for them to do their job. It will also make it easier for you to track what they can and can’t do
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User roles
Redacted role
Role has no permissions
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Read only roleÂ
Read-only access gives webmasters control to stop individuals from doing anything other than consuming content on their site