Roles and permissions

Global roles

There are two User Types

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

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.

    There are six Management Roles

    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

    Brand manager

    Access and edit:

    • Branding in Administration

    Includes Colour scheme, Fonts, Footer, Login, Logos, Mobile, Wallpaper, UI Elevation, and Widget branding

    Content layout manager

    Access, create, edit and delete:

    • Templates in Administration

    Locations admin

    Access, create, edit and delete:

    • Locations in Administration

    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

    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

     

    There are nine global Publishing Roles

    Section manager

    Access, create, edit and delete:

    • Any section
    • Section members and teams
    • ‘Manage sections’ in Administration

    Author

    • Create all content types
    • Change workflow state to ‘Needs review’
    • Clone content types
    • View unpublished content types
    • Edit own content
    • Access manage content

    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

    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

    Moderator

    Access, review, manage and delete:

    • Comments before they are published
    • Comments reported as inappropriate

    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.

    Previewer

    • Enable and disable preview mode 
    • View unpublished sections
    • View unpublished content types
    • View unpublished sections content types displayed in widgets

    Ghostwriter

    • Makes ‘Authored by’ an editable field in content types 
    • Change the author of content

     

    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

     

    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.

    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)

    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.

    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.

    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 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.

    Moderator

    • Manage comments that need review
    • Review reported comments
    • Delete any comment
    • Access unpublished comments, reported comments in Manage Content 

    Content reviewer

    • Receive an email notification when a content type’s review date is 31 days away from passing. 
    • 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.

     

    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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