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Creating authors and groups and setting permissions

Administrators must understand the roles and goals of content authors to grant the appropriate permissions. Learn how to create users, content authors, and reviewer groups. Also learn how to grant access to resources and libraries.

Background information for the administrator: Identify the goals of the content authors

As the administrator, you must understand the various content author roles. For example, a content author might want to create a landing page from a page template. For this type of site update, the content author creates a project and then creates a page from a page template in Site Manager. To accomplish these goals, the content author must exist in the system and belong to a content author group. The content author requires access to projects to create or enter a project and access to other resource types like pages in order to create a draft page.

A content reviewer must also exist in the content authoring story. Add the content reviewer to a content reviewer group on the system. The content reviewer group requires sufficient access to view draft content and to move drafts to the next workflow stage.

The flow chart that follows highlights the content authors' and reviewers' goals and the tasks that administrators must complete for the people in these roles to accomplish their goals.

This roadmap focuses on creating users and groups, assigning resource permissions, and assigning library permissions.

To learn more about how an administrator defines workflow access control, go to the Roadmaps section and find Roadmap: Controlling who can create drafts, reviews, and publish content with workflows.

Flow chart

Creating content authors and content reviewers in your site

Learn how to create the Content Authors Group and the Content Reviewers Group. Then, learn how to add users to these groups.

  1. Log in as the administrator.

  2. Click the Administration menu icon. Then, click Access > Users and Groups.

  3. Click All Portal User Groups.

  4. Create the Content Author and the Content Reviewer Groups. These groups represent various content authoring roles.

  5. Click New Group and enter Content Authors Group as the ID for your new group. Click OK to save your group.

  6. Click New Group and enter Content Reviewers Group as the an ID for your new group. Click OK to save your group.

  7. Create users in the system. Add these users to your new groups.

  8. Click Content Authors Group to open the group. Then, click New User to create your content author, such as Author1, to your group. To create a new content author, you must enter profile information for the user. Profile information includes user the ID and password. Click OK to save your changes.

  9. Click All Portal User Groups.

  10. Click Content Reviewers Group to open the group. Then, click New User to create a content reviewer, such as Reviewer1, who will review content.

Assigning the authoring groups access to pages and vanity URLs

The content authoring options that are available to content authors depend on the resource permissions that you assign.

  1. Click the Administration menu icon. Then, click Access > Resource Permissions.

  2. Assign access to resource types that content authors and content reviewers use to create and publish content.

  3. Assign access to pages. Assign the Content Authors Group to the Contributor role. Assign the Content Reviewers Group to the User role.

    If access control is set up correctly, the Create Sibling Page and the Create Child Page options are available and enabled in the Site Manager menu for the content author. Content authors must have access to these options to create a new landing page from a page template. For content authors to create drafts from published content, the administrator must assign the appropriate workflow access. A later roadmap provides instructions for workflow permissions.

    1. Click Pages.

    2. Click the Assign Access icon by the Content Root. A list of roles that are associated with the Page resource opens.

      Tip: To assign access to a specific page in your site hierarchy, click Content Root to find the page.

    3. By the Contributor role, click the Edit Role icon to assign your Content Author group to this role.

    4. Click Add.

    5. Browse or search for the Content Authors Group. Select this user group from the search results.

    6. Click OK to save your changes. The user group is assigned to the role.

    7. Click Content Root.

    8. By the User role, click the Edit Role icon to assign your Content Reviewer group to this role.

    9. Click Add.

    10. Browse or search for the Content Reviewers Group. Select this user group from the search results.

    11. Click OK to save your changes. The user group is assigned to the role.

  4. Assign access to virtual resources. Assign the Content Authors Group to the Editor role. Assign the Content Reviewers Group to the User role. From Resource Permissions, click Virtual resources > Vanity URL to assign access to these roles. Follow the instructions in the earlier step for assigning access to these roles.

Setting up library access

Libraries store content and pages on the site. Draft pages that the content author creates from Site Manager in the site toolbar are stored in the portal site library. Workflows, content, and other design elements are stored in the web content library. You must give content authors the correct permissions to work with the web content and portal site libraries.

  1. Click the Administration menu icon. Then, click Portal Content > Web Content Libraries.

  2. To set permissions for the Portal Site library:

    1. Click the Set permissions icon for the Portal Site library.

    2. Click the Edit Role icon for the Editor role.

    3. Click Add. Then, click Search to show all groups.

    4. Select Content Authors Group and Content Reviewers Group.

  3. Click Portal Content > Web Content Libraries.

  4. To set permissions for the Web Content library:

    1. Click the Set permissions icon for the Web Content library.

    2. Click the Edit Role icon for the Editor role.

    3. Click Add. Click Search to show all groups.

    4. Select Content Authors Group and Content Reviewers Group.