Access Settings Reference

Overview

Some access settings are inherited only on new page creation, and others are determined during use. For instance, an approver set at a directory level gets inherited when the page is created, but if an approver is set for a directory and not a page, the system will look to the user to determine if approval for a page is needed, not the directory. However, if a toolbar is set for directory and not a page, the directory's toolbar will be used for all pages within the directory.

Setting Description
Recursive Modification See the topic regarding Recursive Modification.
Access Group

Sets the group that has the ability to access and edit the content within. If assigned to the site or directory, it also provides access to create new pages or sections, depending on the template settings, and to upload files within the defined site or directory, depending on the user's permissions level and settings.

If set at the site level for assets, then the Assets item does not appear on the Content menu, and users that are not members of the group cannot access the Assets screen.

The system has two default access groups: Everyone, which includes all users, and (Administrators Only), which allows access to Level 9 and Level 10 administrators only.

An Access Group can be set for a site, directory, page, binary file, or asset, and can also be assigned to an editable region within the source code using a TCF/template.

Approver

Assigns a default user to whom content must be sent prior to publication. Unless Enforce Approver (see below) is also implemented, a user can choose a different user to whom to send content, but they are still unable to publish unless they are in the group selected to Bypass Approval or a Level 10 administrator.

A setting of (Inherit from Parent) means that no approver was defined, and anyone can publish unless revoked elsewhere.

An approver can be set for a site, directory, page, binary file, or asset, and can also be assigned to an editable region within the source code using a TCF/template.

Enforce Approver

Makes the drop-down choice of user unavailable when content is being sent to an approver, requiring the user to send the page to the identified approver.

This can be set for a site, directory, page, binary file, and asset.

Bypass Approval

The group that has the ability to override any approver settings and publish directly without sending to another.

A setting of (Level 10 administrators only) means that no Bypass Approval group has been assigned and no one, except a Level 10, is able to bypass the approval process.

Bypass Approver can be set for a site, directory, page, binary file, or asset, and can also be assigned to an editable region within the source code using a TCF/template.

Template Group

Assigns a template group for the current folder. A template group can be can be configured to include only specific templates and then assigned to a directory in order to ensure that templates not related to the folder are not used, i.e. preventing users in the athletics directory from using templates meant for admissions. This can help keep the website more organized.

A setting of (Inherit from Parent) means that no template group was assigned and all templates will be available. 

A template group can be set for a site or directory.

 Extensions

Choosing what types of files are allowed in a folder helps maintain a site's organization. Files can either be allowed or disallowed. By listing file extensions with the Allow Only These Extensions option, administrators can restrict the types of files to be saved in the folder to only those with similar file extensions. By listing file types with Disallow These Extensions selected, the files with the specified extension types will not be allowed.

The best practice for security concerns is to allow only specified file types, rather than trying to disallow all unwanted files. For example, a whitelist that only allows jpg, png, gif, pdf, doc, and docx files would be preferred over a blacklist that disallows exe, com, bat, sh, mp3, mp4, and mov files.

File types should be separated by a comma, and the period is not necessary. This setting is not case sensitive; that is, when disallowing png, files with extension .png and .PNG will not be able to uploaded. Spaces are allowed when defining the list.

Can be set for a site or directory.

Click here for the Setting Extensions Allowed/Disallowed Tutorial.

Toolbar

Defines the toolbar to be used in the WYSIWYG Editor when editing a page. The default at the site level is the full suite of tools available for a toolbar. The default setting for a directory is (Inherit from Parent). However, if a user has a specific toolbar assigned to them this will override the toolbar setting for that page.

A toolbar can be set for a site, directory, or a page, and can also be assigned to an editable region within the source code using a TCF/template.

RSS Feed

Defines the RSS feed for page. Items created within an associated page will be published to the chosen feed. Generally set for a News and/or Events directory and not at the site level.

RSS Feed can be set at for sites, directories, and pages. (No Feed) indicates that an RSS Feed has not been assigned in this context.

URL Type

Defines the URL structure by normalizing links inserted on the page to the chosen type, Absolute, Root Relative, or Page Relative. This is used by the Dependency Manager and WYSIWYG Editor for internal links.

The default setting is (Inherit from Site Settings), which means that if the URL Type is set for a directory, but not set recursively for subdirectories, the subdirectories will take the value of the setting from the site record.

This is applicable to sites, directories, and pages.

Exclude Search

Prevents the included content from being indexed for inclusion in results for Quick Search.

Applicable to sites, directories, and pages.

Exclude from Sitemap 

Prevents the file from being included in the XML sitemap generated for a site.

Applicable to sites, directories, and pages. 

Directory Variables

Any number of directory variables can be created and used by templates to supply values for new content creation. While most directory variables are unique to each implementation of OU Campus, there are a small number of directory variables that are global to all instances of OU Campus as well.

Visit the Directory Variables page for more information.

Additional Access Settings

Field Description
Available To As an asset access setting, determines the group whose members can use the asset. In other words, they don't have the rights to edit the asset, but can insert it on a page.
Asset Creation Access At the Site Asset Access level, determines the group that can create the asset type.
Tags Access

Sets Fixed and Filtered tags for files within directories. Can be set recursively or non-recursively; directories inherit settings of their parents but they can be changed.

 

Visit the Tags Access page for more information.