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Guidance notes

Here are some written instructions on using setting up the CMS so that you can manage and restrict what your teams can edit or publish.  This is done via 'Groups' and 'Permissions'.  If you prefer, there are some video guides at the bottom of this page.  Related information can be found on the Adding a New User page.

Tips are given in italics. 

These notes assume you are already logged into the CMS.

Sharing and managing responsibilities for editing your website

Setting and managing permissions on your website can ensure that maintaining content can be delegated to wider teams, whilst a central team (e.g. Communications) retains authority for approving and publishing the final version. Delegating responsibilities can ensure that page owners (e.g. Service leads) are invested in keeping content up to date and can provide additional capacity for smaller teams. 

Preparation: consider your set up

  • Create a list of the key sections of your site, and who is responsible for providing the content
  • Think about how much permission they should have, for example can they:
    • Create pages
    • Edit pages
    • Publish (e.g. approve) pages

To give users these permissions we will do the following:

  1. Create Groups (sets of users that can be given permissions to a section or page)
  2. Give those Groups permissions to specific pages
  3. Create Workflow (a process where a group can approve or reject things that another group does)
  4. Assign the Workflow to a section or page

Decide on your groups of users who will need to edit a specific section.  For example -  'Information Governance Team - Editors'

  • Go to: Dashboard > Members > User Groups

user groups.png

  • Click the 'Add Group' button at the top right of the page

add group.png

  • Enter the Name and Description about this group and click 'add group' 

details.png

add group 2.png

Giving basic permissions to the new group

Managing a lot of groups in the CMS can be time consuming so we use the 'Group Set' (which is a group of groups), to enable your new group to have all the basic CMS permissions.

  • Once you have created your Group go to: Dashboard > Members > Group Sets

Group sets.png

  • Click on the group set 'Editors'
  • Tick your newly made group and click 'Update set'

If you skip this step, users in your new CMS group will not be able to undertake basic functions

Adding user groups to a user

  • Go to : Dashboard > Members

members dashboard.png

  • On the user’s profile, click on 'Add group' and select the relevant editor group.

add user to group.png

You now need to assign permissions to the relevant section of the website.

  • Go to : Dashboard / Sitemap

sitemap.png

  • The page you wish to apply permissions to (for a whole section, find the parent page)

  • Left click and choose 'Permissions' from the context menu

permissions.png

  • The default setting for permissions is to inherit the rules from the page above - this will work its way up to the homepage

  • To override the permissions for a page, go to 'Assign permissions' option list

  • Select the 'Manually'

  • If you wish, you can tell subpages to inherit the rules or not, by updating the 'Subpage permissions' option (usually this isn't required)

  • You can now edit the 'Current Permission Set' by clicking on the blue text.  For example:

    • 'View' - if you delete 'Guest' then only logged in users will be able to view this page

    • 'Edit contents' - if you add an editor group, they will be able to edit the content on the page

    • 'Edit properties' - this will enable the user to change the information in the 'Composer/Page Settings'

  • To edit click on the blue writing - e.g. 'edit contents'

Screenshot 2022-10-20 at 14.59.17.png

  • Next to 'Included' select 'Add'

Add group.png

  • Click 'Select' and choose 'Group' from the drop down

Select group.png

  • Then choose the Group you wish to give the permission to and click 'Save'

  • You need to add your new Editor group to every permission which 'Editors - Global' already has access to, to ensure they can edit effectively

  • Click 'Save' again

Workflow is used when you want one group (e.g. Super-Administrators) to approve new pages and changes to pages made by another group, prior to them being published on the website.

Adding / Editing a workflow

  • Go to : Dashboard > System & Settings > Permissions & Access > Workflows

settings .png

  • Click on 'Add Workflow' button on the top right of the page
  • Give it a name, such as "Approval Workflow" and click 'Add'

Add workflow.png

  • Click on 'Edit Details' at the top right of the page

edit workflow.png

  • Underneath 'Workflow Access' you can now click on each function and add a user group to give them permission (e.g. Super Administrators):

    • Approve or Deny: who has the rights to approve or deny a change to a page (e.g. Super Administrators so they can approve the change)
    • Notify on Entry: who to notify about the change request (e.g. Super Administrators so they know to go and check the page)
    • Notify on Approve: who to notify when the change has been approved 
    • Notify on Deny: who to notify when the change has been denied

Now that the workflow has been created, it needs to be assigned to the section that you want to restrict publication rights to.

  • Navigate to the section (parent page) or page in the 'Sitemap'
  • Left click and go to 'Permissions'

permissions.png

  • The page should already be inheriting permissions 'Manually' from the step in Part 2
  • Click on 'Approve changes' underneath 'Current Permission Set'-  when a user publishes the page

Approve changes (2).png

  • Go to the Workflow tab

  • Tick your workflow e.g. 'Standard Change Approval'

Standard change approval.png

  • Click 'Save'
  • You can also add this workflow to:
    • Delete: when a user deletes a page
    • Delete Versions: when a user deletes a page version
  • If a user attempts one of the above, the workflow will notify the relevant users (e.g. Super-Admins group) and only the relevant users can either approve or deny the request.

The permissions for blocks and files are already setup with the editors group set, but you can also add or revoke permissions from files in the File Manager.

Editors can usually only delete or edit files that they have uploaded themselves.  To change this:

  • Go to: Dashboard  > File Manager
  • Locate the folder that you wish to assign permissions to
  • Rick click and select 'Edit permissions'
  • Select 'Override permissions'

Override permissions (2).png

  • Add your newly created Group to everything that 'File Uploader' has access to by clicking on the blue text e.g. 'Edit file folder'
  •  Click 'Save'

  • Go to Dashboard > Pages & Themes > Page Types
  • Identify the different page type the editor should be able to create (eg. 'News')
  • Click 'Permissions' in the row for that page type
  • On the 'Add pages of this type' permission, add the user group
  • Return to the permissions for the page type and click 'Save' in the bottom right