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Standard Permissions

Permissions

There are several permission levels for users. Each permission level adds additional actions that can be performed on associated content. The following list provides a general list of actions available per permission level, but actual options are dependent on content or module.

The process for assigning permissions may be found on our Permissions User Guide page.

Important Note

Permissions for the Agenda Center and the Request Tracker modules work differently than other modules.

Permission Levels

View

  • View permissions are only available for assignment for front-end groups.
  • The Guest Group is assigned View permission to all Categories by default. This is regardless of whether the Guest group is checked at the module level or not.
  • Disabling a Group's View permissions for a Page or Category means that users in that Group will not be able to see or access content from that Page or Category.

Read Only (Request Tracker Only)

  • Can view requests in assigned categories but cannot edit.

Author

  • Can create or edit unpublished content within assigned pages or categories
  • Must submit all work for approval
  • Cannot publish, unpublish or delete content items
  • Cannot add or delete pages or categories

Publisher

  • Can create, edit, publish, unpublish or delete content within assigned pages or categories
  • Can approve an author’s work
  • Cannot add or delete pages or categories

Owner

  • Can create, edit, publish, unpublish or delete content within assigned pages or categories
  • Can approve an author’s work
  • Can add, publish, unpublish or delete pages or categories within assigned sections or modules
  • Serves as a kind of mini-system administrator for a specific area of the website
  • Can assign permissions to Users, Groups, Pages, Modules or Categories within assigned pages or modules

System Admin

  • Can approve an author's work.
  • Can perform all available actions. Some actions are available only to System Admins.
  • Not limited to assigned sections or modules.
  • Can add and remove users and assign permissions to Users, Groups, Pages, Modules or Categories.
  • Only users that should have access to the entire site should be assigned as System Admins. However, sites should have more than one System Admin in case of emergencies.

Super User

  • Has access to every administrative function

For Features

Note: Only Owners can edit the Staff Directory feature. System Administrators can be notified via e-mail when a category or page has been submitted. E-mails are sent to all System Administrators and can NOT be changed. By default, this feature is turned off. If you wish to have it turned on please let your trainer know.

Author Categories Requires approval
Items Requires approval
Publisher Categories Requires approval
Items Does NOT require approval
Owner Categories Does NOT require approval
Items Does NOT require approval

 

For Pages

Author Requires approval
Publisher Does NOT need approval
Owner

Does NOT need approval

Can edit Properties and Add Feature Column

Cannot edit Layout or Inherited Containers

 

Levels of Permission

Permissions are assigned to Groups at either the module or category (section) level. For actions that include multiple modules, users will need to belong to Groups with permissions to all modules necessary to complete the action.
For example: To add a Calendar reservation to a Facility, the user will need permission to access categories in both the Calendar and Facilities modules.

  • Module
    • Module-level permissions are set through the Group Administration module or by selecting the Permissions tab within a module.
    • Permissions set at the module level are applied to ALL Categories within that module.
    • For modules with only one level of categories, new categories inherit permissions from the module level.
    • For modules with multiple levels of categories, new parent categories will inherit their permissions from the module level. New subcategories inherit permissions from their parent category.
    • Module-level permissions can be updated without overwriting Category level permissions. After Module level permissions are updated the user will have the option to Save or Save and Push Down.
    • If the user chooses Save and Push Down, the permissions of all sub-pages or categories will be overwritten. This cannot be reversed automatically.
    • If the User chooses Save, Category level permissions are retained when Module level permissions are updated.
    • A User belonging to Groups with differing permission levels will have the highest assigned permission level for the Groups to which they are assigned.
      • For example, a user who belongs to Groups with Author and Publisher level permissions for the same item will be treated as a Publisher.
    • If a Group has permissions set at both the Module and Category level, they will be treated with whichever set of permissions is greater.
    • Most Groups do not need permission to full modules. Permissions should be assigned at the Category level unless necessary.

  • Category
    • Category level permissions allow users to view or edit content in assigned categories, but not categories to which they are not assigned.
    • Most modules will not display content or categories to Groups that do not have permissions to those items. Exceptions to this are Pages, Staff Directory and Document Center.
    • If category level permissions are not available for assignment (because they are grayed out), this means the Group has been assigned permissions at the module-level. 
    • Disabling the Group Permissions at the Module level will allow assignment of permissions at the Category level.

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