Authority Levels

Overview

The use and administration of the OU Campus CMS relies on authority levels for users. These authority levels determine inherent permissions, extend to all types of content, and encompass both inherent abilities and additional permissions that can be granted to users. Each user is assigned a user level upon creation, which can be changed by a Level 10 administrator at any time if necessary. Changing a user level does not necessarily change the user's additionally granted permissions. It is valuable to note that all users can inherently publish, but this right can be revoked for users level 0–9. The authority levels of users can be seen and changed by navigating to Setup > Users and viewing the Level column. Users can also view their own privilege level by hovering over their user name in the top navigation bar and clicking Settings.

The different authority levels are described below and include screenshots of the Restrictions panel for reference when configuring users, as most of the configuration differences for users are shown on the Restrictions panel.

Reviewer (Level 0)

An example of the use of this user level is an executive who does not typically edit pages, but does wish to review them before they are published.

Reviewers have the ability to view the Dashboard, which includes links to workflow, the inbox, and to configure the dashboard, as well as the sidebar navigational items. Any Dashboard gadgets configured for the user will also be displayed on the Dashboard, which by default include the Inbox Gadget and the My Checked-Out Content gadget.

A level 0 reviewer can view their settings and change their login password (if LDAP, CAS, or Shibboleth are not being used). They preview content to which they have access, but cannot edit content. In addition to previewing content, a level 0 may also publish, schedule a publish, schedule a replace type of expire, and further forward content to another user for approval. Since the level 0 primary role is typically that of the final approver, a level 0 can also has access to Versions and Page Check. If an approver is set, then they may only send the page for approval (not publish). Under Properties, a level 0 may view RSS items and may access the Reminders feature.

Items on the Content menu can include Pages and Assets.

The available reports are Required Actions, Checked Out Content, Pending Approvals, and Scheduled Actions.

Restrictions for Level 0

Contributor (Level 1–4)

Contributors have the abilities of reviewers, plus the ability to make minor updates to web pages. Contributors typically make updates in OU Campus using the WYSIWYG Editor. Here they are able to edit text, insert images, create and edit tables, and a variety of other actions. Most end-users cannot add pages, which starts at level 4. While end-users can publish by default, it is very common to revoke publishing rights at this level. Additional permissions that can be enabled include to allow for source editing, uploading, overwriting, and deleting.

Typical end-users are administrative staff who should be updating content and not creating new content. These users may be granted upload rights so as to allow updates of PDFs, media files, and any other files that may need to be uploaded.

Items on the Content menu can include Pages and Assets.

The available reports are Required Actions, Checked Out Content, Pending Approvals, and Scheduled Actions.

Restrictions Levels 1 through 5

Editor (Level 5–7)

Editors have the abilities of end-users, plus the ability to make more enhanced updates to web pages. Editors inherently have access to the page parameters, which includes configuration options such as the title, description, meta tags, and any customized configuration parameters. The other options from within properties are available based on group permissions and implementation. They can create new pages, and starting at level 6 they inherently have the ability to upload files. Editors may be restricted from publishing by assigning an approver. Additional permissions that can be enabled include to allow for source editing, uploading, overwriting, and deleting.

Level 6 users are one of the most common. These are general editors, and they are often users who have had experience in a CMS.

Items on the Content menu can include Pages and Assets.

Items on the Reports menu include Required Actions, Checked Out Content, Recent Saves, and Recent Publishes.

Note that while Level 5 users are in a different category than levels 1-4 and possess more inherent abilities, their restriction panel has the same options. At level 6, users inherently upload files, but do not inherently have the ability to upload using Zip Import

Restrictions Level 6 and 7

Designer (Level 8)

Designers are able to perform editing, uploading, and other system tasks, but are unable to see or use the the Setup menu. Their work usually does not require an approver, but again, this is determined by the system administrator. Level 8 users inherently have the ability to rename, move, copy, and delete files, as well as changing the access group for content to which they have access rights and assigning groups of which they are a member or system default groups. Additional permissions that can be enabled include to allow for source editing, uploading, overwriting, and deleting.

Level 8 users are often departmental administrators and very commonly are set as approvers for lower level users.

Items on the Content menu include Pages and Assets.

Items on the Reports menu include Required Actions, Checked Out Content, Recent Saves, and Recent Publishes.

Restrictions for Level 8

Assistant Administrator (Level 9)

Assistant administrators are able to perform editing, uploading, and other system tasks, as well as having access all of the Reports functions. They do not have the authority level to access the setup areas on the Setup menu or the Content menu. Their work usually does not require an approver, but this is determined by the system administrator. They are often considered reporting administrators, and they have access to all areas of the site. They are granted the ability to check in pages on behalf of other users and reassign pages in workflow. While other user levels below level 9 may be granted access to the source code, a level 9 administrator has this ability inherently. However, it can be disabled in the user restrictions with the Disable Full HTML checkbox.

Items on the Content menu include Pages, Assets (can be restricted by group assignment), Snippets, and the Recycle Bin

All items on the Reports menu are available to a level 9.

Restrictions for Level 9

Administrator (Level 10)

Level 10 administrators control the configuration of the OU Campus CMS and its users. They can go everywhere and do everything. A level 10 administrator can create users and groups, and configure the workflow process. Administrative functions include the ability to check pages back in that have been inadvertently left checked-out, override the approval process when pages have been sent to unresponsive approvers, edit the site and account settings, run the Dependency Manager scanner, perform a global find and replace, and override default permissions for other authority levels. Administrators can also perform a site publish, configure publish targets, restrict access to a site, and configure social media and RSS settings.

Level 10 administrators are the only users that have access to the Setup menu.

All items on the Content menu include Pages, Assets, Snippets, RSS, and Find and Replace, and Recycle Bin.

All items on the Reports menu are available to a level 10.

Restrictions for Level 10 Admin