5/8/2013
Assigning Access Settings
The access settings in OU Campus™ contain settings for 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.
Overall access settings are set in the Sites settings in Setup. There are two separate settings — site/directory access and Asset Manager access. A new directory will inherit its parent directory's access settings (or the site settings if the new directory is at root of the site). New Assets will inherit from the Asset Manager access settings.
New pages may inherit from their parent directory’s access settings, if the TCF is configured to pass them on. For example, if the TCF for the new page has the Access Group configured to *inherit* and the directory has an Access Group setting of “Marketing,” upon the creation of a new page it will have the same Access Group configured; that is, Marketing. This can still be overridden for a page by selecting a different group for the Access Group setting. For more information about configuring access settings:
It is also possible to override access settings on a page at an editable region level to control what group can edit a specific region.
Level 8: Can change who has access to the directory, page or asset to any group to which he or she belongs. Level 8 users can only change settings for areas to which he or she belongs.
Level 9: Can change who can access the directory, page, or asset to any currently defined group. Level 9 does not have access to change the access settings for the site.
Level 10: Can change who can access the directory, page, or asset, as well as modify the other site access settings and directory variables, including
those belonging to the site.
Assigning Access Settings for a Site
Level 10 administrators can set the global access for a site using the Access icon found between the Edit and Clone icons at Setup> Sites.
Recursive Options
At the site level, settings can be set recursively. There are two options under Recursive Modifications.
The first (This folder only and all new pages) changes the setting for the site and anything created within it at the root going
forward. Newly created directories and pages inherit these settings.
The second (This folder and all existing items within) changes the setting for the site and anything created within it at the root going
forward, as well as anything that currently exists within the site’s directories and
pages. It is advised that this option should not be used without careful consideration
after the initial site, directory, and page configuration is completed. This action
cannot be undone. Newly created directories and pages inherit these settings.
At the site level, access settings can be set recursively and with recursive modifications
settings, can be selectively applied to the various options such as directories, toolbars, RSS feed, publishers, approvers, URL type, and for template group. Additionally, the
options are available to exclude new created pages from search and to exclude pages
from the sitemap. Directory variables can also be set.
The settings available include:
Access: The group that has the ability to access and edit within the site, directory, or
page.
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. A setting
of None restricts access to administrators only.
Applicable to sites, directories, and pages; can also be assigned to an editable region
within the source code.
Toolbar: Defines the toolbar to be used in the WYSIWYG Editor when editing a page.
Default uses the full toolbar suite unless another toolbar is defined in one of the settings
above it.
Applicable to sites, directories, and pages; can also be assigned to an editable region
within the source code.
RSS Feed: Defines the RSS feed to which pages will be associated when items are being used. Generally set at a News and/or Events directory and not at the site level. Applicable to sites, directories, and pages.
Publishers: The group that has the ability to override any Approver settings and publish without approval. A setting of None means that no Publishers group has been defined and no one, except a Level 10, is able to bypass the approval
process.
Applicable to sites, directories, and pages.
Approver: The individual who must review and approve pages prior to publication. Revokes publishing
rights from all users who are not in the Publishers group or a Level 10 administrator. A setting of None means that no Approver was defined, and anyone can publish unless revoked elsewhere.
Applicable to sites, directories, and pages.
Enforce Approver: Removes the drop-down when a page is being sent to an approver for review, forcing the user to send the page to the identified Approver.
Applicable to sites, directories, and pages.
URL Type: Defines the URL structure (Inherit [from setting above it], Absolute, Root Relative, or Page Relative) when links are inserted on a page. Generally left to Inherit and defined in the site settings.
Applies to sites, directories, and pages.
Template Group: Sets the Template Group for the current folder. Template Groups are setup by the site administrator to ensure that nobody will use a template not related to the folder - in short, it can be used to prevent users from accessing a business template inside the athletics directory. This helps to keep your website more organized, and therefore easier for both your end users and content contributors to navigate
Extensions: Choosing what types of files are allowed in a folder helps maintain a site's organization. There are two approaches: Files can either be allowed or disallowed. By listing file extensions with the allowed radio button selected 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 disallowed selected, the files with the extension type will not be allowed. 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.
Directory Variables: You can create any number of directory variables that can be used by new page templates to supply values for new pages. For example, to assign an image directory for a directory other than the default images directory for the root of the site, use this property: ox_ftp_image_root. The value for this property should then be the FTP path to the alternate images directory.
Exclude From Search: Prevents the included content from showing up during a Quick Search.
Applicable to sites, directories, and pages.
Exclude From Sitemap: Prevents the file from being included in the XML sitemap generated for the site.
Applicable to sites, directories, and pages
Assigning Access to a Directory
To change the access settings for a directory, navigate to the directory within the Content > Pages view, and use the Access icon available in the folder structure or page’s view.
- Click on the Access icon
- Edit the options using the drop-downs and text fields. Settings include, but are not limited to, Access, Toolbar, RSS Feed, Approver, Template Group, and Directory Variables. Directory Variables generally need to be referenced within the created templates in order for them to function as desired.
- Click Save.
Recursive Options
There are two options under Recursive Modifications.
The first (This folder only and all new pages) changes the setting for the site and anything created within it at the root going
forward. Newly created directories and pages inherit these settings.
The second (This folder and all existing items within) changes the setting for the site and anything created within it at the root going
forward, as well as anything that currently exists within the site’s directories and
pages. It is advised that this option should not be used without careful consideration
after the initial site, directory, and page configuration is completed. This action
cannot be undone. Newly created directories and pages inherit these settings.
When the recursive (second) option is used, any settings that should be changed need to first be identified by checking the box in front of the field where the setting selection is made. This allows for the recursive modifications to be selectively applied. This activates the field and allows the selection to be made.
Additionally, when using the recursive option, the Directory Variables section is inactive. If settings need to be changed recursively, and directory variables need to be added or edited, these actions will need to be completed via two separate submissions.
Don't forget to click Save when finished making changes.
Note! Selecting the recursive "This directory and all existing items within" will assign the selected access group to EVERY file and directory within the current directory -- no matter how many nested directories there are within! Be sure to consider any Access settings you may have already made to nested files and directories since this recursive action will overwrite all previously assigned access settings to them. BE CAREFUL,THERE IS NO "UNDO" FOR THIS RECURSIVE ACTION!
The settings available include:
Access: The group that has the ability to access and edit within the site, directory, or
page.
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. A setting
of None restricts access to administrators only.
Applicable to sites, directories, and pages; can also be assigned to an editable region
within the source code.
Toolbar: Defines the toolbar to be used in the WYSIWYG Editor when editing a page.
Default uses the full toolbar suite unless another toolbar is defined in one of the settings
above it.
Applicable to sites, directories, and pages; can also be assigned to an editable region
within the source code.
RSS Feed: Defines the RSS feed to which pages will be associated when items are being used. Generally set at a News and/or Events directory and not at the site level. Applicable to sites, directories, and pages.
Publishers: The group that has the ability to override any Approver settings and publish without approval. A setting of None means that no Publishers group has been defined and no one, except a Level 10, is able to bypass the approval
process.
Applicable to sites, directories, and pages.
Approver: The individual who must review and approve pages prior to publication. Revokes publishing
rights from all users who are not in the Publishers group or a Level 10 administrator. A setting of None means that no Approver was defined, and anyone can publish unless revoked elsewhere.
Applicable to sites, directories, and pages.
Enforce Approver: Removes the drop-down when a page is being sent to an approver for review, forcing the user to send the page to the identified Approver.
Applicable to sites, directories, and pages.
URL Type: Defines the URL structure (Inherit [from setting above it], Absolute, Root Relative, or Page Relative) when links are inserted on a page. Generally left to Inherit and defined in the site settings.
Applies to sites, directories, and pages.
Template Group: Sets the Template Group for the current folder. Template Groups are setup by the site administrator to ensure that nobody will use a template not related to the folder - in short, it can be used to prevent users from accessing a business template inside the athletics directory. This helps to keep your website more organized, and therefore easier for both your end users and content contributors to navigate
Extensions: Choosing what types of files are allowed in a folder helps maintain a site's organization. There are two approaches: Files can either be allowed or disallowed. By listing file extensions with the allowed radio button selected 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 disallowed selected, the files with the extension type will not be allowed. 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.
Directory Variables: You can create any number of directory variables that can be used by new page templates to supply values for new pages. For example, to assign an image directory for a directory other than the default images directory for the root of the site, use this property: ox_ftp_image_root. The value for this property should then be the FTP path to the alternate images directory.
Exclude From Search: Prevents the included content from showing up during a Quick Search.
Applicable to sites, directories, and pages.
Exclude From Sitemap: Prevents the file from being included in the XML sitemap generated for the site.
Applicable to sites, directories, and pages
Note: Only checked out pages to which one has access displays the access icon, assuming appropriate authority level.
Setting Extensions Allowed and Disallowed
In addition to defining the characters that can be used in the uploading of binary files, it is also possible to define where binary files can be uploaded using the definition of allowing and disallowing extensions. This helps keep the site organized and makes finding files easier. This is done by a Level 10 administrator via the Access settings for the site and directory.
Start by configuring the site’s settings.
- In Setup > Sites, click on the Site Access Settings icon (the man holding the pencil).
- Click the radio button to make the change to “This folder and all existing items within.”
Note: This changes the settings on ALL directories in the site.
- Check the box in front of the field next to Extensions.
Note: To change only the extensions allowed/disallowed recursively, check only this box. - Select the radio button for disallowed.
- Enter the disallowed extensions into the field without a period, and separate them
with a comma.
- Save the changes.
After changing the settings at the site Level, navigate to each directory that should allow the extensions defined, and recursively update the settings for that folder.
- In Content > Pages, click on the Directory Access Settings icon, as shown below.
- Click the radio button to make the change to “This folder and all existing items within.”
Note: This changes the settings on ALL directories. - Select the checkbox for Extensions.
Note: To change only the extensions allowed/disallowed recursively, check only this box.
- Select the radio button for allowed.
Enter the allowed extensions into the field without a period, and separate them with a comma.Note: Not all disallowed extensions need to be allowed. Include only the desired extensions for that directory.
Any files that are now uploaded through the Staging tab will honor these settings.
Assigning Access to a File
New pages may inherit from their parent directory’s access settings, if the TCF is configured to pass them on. For example, if the TCF for the new page has the Access Group configured to *inherit* and the directory has an Access Group setting of “Marketing,” upon the creation of a new page it will have the same Access Group configured; that is, Marketing. This can still be overridden for a page by selecting a different group for the Access Group setting. For more information about configuring access settings:
Access Settings Example
Access Group: The default setting is "Everyone". If the Editors for a page is set to None, then only users with Level 9 or Level 10 permission will be able to access that page. The TCF can configure this setting to inherit from the parent directory, otherwise the default is used.
Toolbar: A toolbar can be assigned to a page overriding the user's normal toolbar, this is especially helpful if there is unique content where you do not want the insert image to appear like in a navigation file. The TCF can configure this setting to inherit from the parent directory, otherwise the default is used.
RSS Feed: RSS feeds are attached to pages, this page once assigned to a feed can write to a selected news feed when published. The TCF can configure this setting to inherit from the parent directory, otherwise the default is used.
Publishers: Setting a Publishers other than None for a page is optional. If the Publishers for a page is set to None, then the only users who can publish that page are users who have "None" set as their default approver. Setting the Publishers for a page to other than None (select from any available group), bypasses a group member's default approver. That is, a Publishers group member's default approver is not consulted when publishing. The TCF can configure this setting to inherit from the parent directory, otherwise the default is used.
Approver: Setting the Approver for a page is optional. If the Approver for a page is set to None (this is the default), then the approver is defined by an individual user's default approver. Setting the Approver for a page, overrides a user's default approver and ensures the page is approved by the user specified. The TCF can configure this setting to inherit from the parent directory, otherwise the default is used.
Enforce Approver: Select the Enforce Approver checkbox to ensure that a user may not specify an alternate approver.
URL Type: Choosing the length of the URLs per page. The links can be absolute, relative to the site's root, or page relative. The page can also be set to inherit the parent folder's URL Type setting.
Exclude From Search: This excludes a page from Quick Search results. When selecting Exclude From Search it is not indexed. This will not remove any content that has already been indexed from the search results, unless the option to apply recursively is available and selected, and it only excludes that folder or page, but not subfolders. This selection does not affect the results when using Global Find and Replace.
Exclude From Sitemap: This excludes the page from a sitemap when generating a sitemap.