User management

The Users section lists all of the individual backoffice Administrators and Editors (able to edit content), and the User groups they are assigned to.

Note that the different user groups are usually negotiated and pre-configured into your site before handover. It is vitally important you thoroughly understand the different access permissions between the user groups before starting to assign Administrators to these groups – as you will be giving them access to EDIT and DELETE content.

User Groups

In most cases, customer sites are pre-configured with one (1) User group – ClientName Brand Team Admin (can be renamed). In this scenario, you don’t need to make any choices when assigning users to groups, as there is only one option.

You can see in the visual below that we can create multiple user groups and assign different capabilities to each. 

For each user group, we can specify:

• Sections
  The key sections the user group can view in the Section bar (e.g. Content, Media, Users, Members).
• Content start node
  The start node in the Content tree. This is useful if you want a group of editors/contributors to only have access to a particular folder within the site structure.
• Media start node
  The start node in the Media tree. This is useful if you have Photographers uploading images for you but only want them to have access to an ‘upload’ folder in the Media > Image library.

These are default access settings for any users assigned to the group, however, they can be over-ridden at an individual user level, if needed.

Default permissions

Additionally, we can set the default permissions (or actions) that each group is allowed to access in the action menu.

These are just some of many permission options available:

• Browse Node – Allow access to view a node
• Delete – Allow access to delete nodes
• Create – Allow access to create nodes
• Publish – Allow access to publish a node
• Update – Allow access to save a node
• Move – Allow access to move a node
• Public access – Allow access to set and change public access for a node
• Rollback – Allow access to roll back a node to a previous state
• Sort – Allow access to change the sort order for nodes

Granular permissions

We can then further refine access at a more granular level by adjusting permissions for specific pages (nodes).

Again, these are defaults for the group and can be over-ridden at an individual user level, if needed.

Users can be displayed in either tile or list view.

Each displays a quick view of useful properties including Name, User group, Last login and Status.

You can filter the user list by Status (e.g. Active, Disabled or Invited^) and/or by User group. A quick name search instantly reveals the user.

^ Status

• Active – Able to log into backoffice to make changes
• Disabled – Unable to log into backoffice (locked out)
• Invited – Has been invited to access but hasn’t completed the approval steps (unable to log in).

Now that you’ve familiarised yourself with the Users interface, let’s create a new user...

All new backoffice Administrators and Editors must first be invited to become a backoffice ‘User’.

The different User groups are usually pre-configured into your site before handover. And, depending on your site configuration, access to the backoffice is typically restricted to 1 of 2 access workflows:

1. Username (email address) and password: Employees and/or External Suppliers
2. Single Sign-On (SSO): Employees only

Therefore, before providing access to new users, please ensure you understand the ‘New User’ creation workflow and the user group you’ll be giving them access to.

To provide Employees and/or External Suppliers with backoffice Username and Password access, select:

• Access with Username and Password workflow

To provide Employees with backoffice Single Sign-On (SSO) access, select:

• Access with Single Sign-On (SSO) workflow

 

Last updated: 6 Feb 2020