Access & Workflow
Settings in OU Campus can be used to control access, workflow, page creation, and template control. Understanding the access settings and how settings closer to the content override those above them can be very helpful in configuring the site to function as expected.
Access settings for the site are configured from Setup > Sites. There are two separate access settings: One for the site and one for the Asset Manager. New directories and pages will inherit from the site access settings, and new Assets will inherit from the Asset Manager access settings. However, it is possible to override the settings on a directory, page, and/or Asset level. In some cases, it is even possible to override settings on a page at an editable region level. In this manner a mix of local and global access settings can be used.
The permissions system controls more than 10 different aspects of directories and pages being managed. This provides a great deal of control and flexibility for providing or restricting access. For example, access settings can be specified for a page, directory, or site. Access settings can also be set to inherit permissions. Access settings can limit a user's access to a specific template, rss feed, or asset. Using access settings can affect workflow; for example by defining publisher and approver overrides.
All access settings are available to level 10 administrators. Level 9 administrators have limited capability. They can only change the Access settings for editing based on a defined Access Group. They may also make the changes recursive. They can also change the Access Group for an asset. Level 10s have access to all sites within in an account. They have access to change all access settings within the site.
In the case where one level 10 admin should not have access to other sites, then the
sites should be set up under different accounts. This allows for having different
user databases and separate admins.
Page settings are a subset of that which is available at the directory level. There's more control at the directory level than at the page level and there are settings that are specific only to the page level. The three main groups of settings for directory access for the setting access permissions at the directory level are:
- Recursive Modifications
- Access Settings
- Directory Variables
There is only the Access Settings group for configuring settings at the page level.
The Access Settings section controls the following:
- Who can access a file or directory
- The toolbars that can be used
- RSS Feeds
- Publishing and approval overrides
- URL link types
- Excluding pages from search and from the site map
Directory level Access Settings additionally include the ability to:
- Determine what templates can be used in a directory
- Which file extension can be allowed or disallowed in a folder
The default when creating a new site at the site level is None. When creating a site this should be changed to the broadest setting available, such as Everyone. Otherwise, only level 9s and 10s will have access to the files and directories. None means no users have access.
A custom toolbar for the WYSIWYG Editor can be created and the toolbar can be assigned to a directory or a page to override the user's normal toolbar. This can be useful with unique content within an editable region; for example, a navigational include file. A navigation file, for example, would not have images, media, forms, nor tables and would not require the default WYSIWYG toolbar that includes those icons for editing.
RSS feeds are attached to a page through access settings or can set to be inherited at a directory level. Once the feed access is setup, users can add feed items.
The Publishers setting can be used to specify a group that can bypass the approval process. Normally when set to None, it means that there isn't an existing override to the current workflow. It does not mean that no one can publish. For example, John has an approver already set at a higher level (e.g., at the site level) of Mary. But if John is a member of a group that has been set to Publisher, then he will be able to publish that item directly.
The Approver, in this case, is a user who must approve a page, directory, or asset before publish. This is a forced override of users' normal approver in workflow. For example, to extend the previous example, John's default approver is Mary, but if George is selected as the Approver under the access settings, then George overrides the default approver. John would be able to send a page to George for approval.
The Enforce Approver selection can be used to enforce the approver override setting. In the previous example,
John would only be able to select George when choosing from the drop-down list when
sending to approval.
Recursive modifications are not available on a page level or asset level as they configure the permissions based on directory.
The two choices for recursive modifications are:
- This folder only (and new pages)
- This folder and all existing items within.
This folder only (and new pages): Selecting this option will change the settings for this directory and any new pages or new directories going forward.
This folder and all existing items within: Changes all pages that already exist and all subdirectories and files within. The changes in access settings will ripple down through all files and folders. When using this option, the access settings can be further configured to apply to only certain items by selecting a checkbox. These include:
- Access Group
- RSS Feed
- Enforce Approver
- URL Type
- Template Group
- Exclude from Search
- Exclude from Sitemap