Users & permissions
Managing Users, Groups and Permissions
If you are a Site Manager or Manager then you can add new users in the control panel.
Go to Site Setup → Users
Open the control panel and click the Add (+) icon.
Enter the user's details
Type the person's full name and email address.
Send a confirmation email
Leave the password blank and tick “Send a confirmation email” so the user sets their own password.
Assign a role or group
You can assign a role or add the user to a group — groups are recommended.
If the user doesn't click the link within a few days, they can request a new one with “Forgot password” on the login page.
When adding a user can assign them Permissions (called Roles) and/or add them to a group. A group is a way of centrally managing permissions for many users at once so it will make life easier in the long run to assign users to groups and add users to groups instead of giving users Permissions (Roles) directly. Groups can also be members of other groups providing a lot of flexibility.
To add a new group
Go to Site Setup → Groups
Open the control panel and click the Add (+) icon.
Name the group
Give the group a meaningful name.
Set permissions
Assign the group's permissions, or leave them empty to grant access to only some content (see fine-grained permissions).
Use it in Sharing
You can now use the group name wherever you'd use a username, such as in Sharing.
To Change the permissions of a group
Go to Site Setup → Groups
Open the Groups control panel.
Find the group
Search for the group you want to change.
Adjust the permissions
Tick or untick the permissions (roles) as needed.
Save
Save your changes.
To add or remove a user from a group
Go to User Group Membership
Open Site Setup → User Group Membership.
Find the user
Search for the user.
Set their groups
Use the tickboxes to add or remove the user from groups.
Save
Save your changes.
The permissions (roles) are
- Administrator
- Complete access.
- Site Administrator
- Can manage users.
- Reviewer (Can Review)
- Can publish content submitted for review.
- Editor (Can Edit)
- Can edit or remove other published content.
- Contributor (Can Add)
- Can create new content, but can only edit content they create.
- Reader (Can View)
- Gives access to private content.
Fine Grained Permissions/Delegation
If you don't want to give permissions globally there are fine grained permissions for groups or users on a page, or section level, using the "sharing" action. This allows you to let a group of users maintain certain parts of the site based on the site structure. In addition if you give them "Can Add" access then give another group "Can Review" access then it means you can have contibutors who need to be approved before their content is published.
If a group is given "Can Edit" permission it means they can edit currently published content without a review step. If you require a review step then use of the working copy plugin allows users with "Can Add" to be able to create a copy of the currently live page to be worked on and reviewed before it will replace the live version.
Open Sharing on the page or folder
From the editor toolbar choose Sharing. Permissions set on a folder flow down to everything inside it.
Find the user or group
Search by name — groups keep this manageable: share with a team, not ten individuals.
Tick the permissions
Can add, Can edit, Can view, Can review — ticked here they apply to this part of the site only.
