Managing Content Manager (CMS) Groups

To add a new CMS group:

From the Content Manager Groups page, click Add New.

To edit an existing group:

From the Content Manager Groups page, highlight the group name and click Edit.

1. In the Add/Edit Group screen fill in a Group Name and Description.
2. The next step is Add / Remove Users and Groups. You can add both individual users and a group (which will add all users who are in the group).
   1. To select a user or group, highlight them and press the right-facing arrow. They will appear in the Selected Users/Groups column.
   2. To remove a user or group from the Selected Users/Groups list, click on a user or group name in the Selected Users/Groups list and click .
3. Click either Save or Save and Add Permissions at the top right of the screen.

If you click Save & Add Permissions, the Manage Permissions screen will appear with your site's menu structure on the left and the possible permissions on the right.

Note: Users and Groups are shared across variant sites and will always display on each site. However, user permissions are not shared. If you copied all Menus and Pages when the site was created, then user permissions will be copied to the new site. [Any user in a CMS grou on the Master site will appear in a group with that name on the Variant site.} From that point, if group permissions are updated, they will not affect other sites. If you are using multiple sites, you will need to switch sites (using the drop down menu at the top) to create a new group for a variant site or to view the appropriate menu nodes and libraries. Be sure to save your master site permissions before switching sites. Once you have switched sites, you can assign permission for a single group from the Content Manager Groups screen or assign multiple users and groups by editing menu node permissions in Menus & Pages.

You can edit permissions directly by clicking Edit Permissions from the Content Manager Groups page.

The Manage Permissions screen will default to display the Site Navigation (Menus) for the main website. You can switch to assign permissions for the Content Items, Files or Images Libraries by selecting from the Select Library drop-down menu on the upper left of the screen.

Note if you are using multiple sites, you will need to switch sites (using the drop down menu at the top) first to view the appropriate menu nodes and libraries. Be sure to save your master site permissions before switching sites. Once you have switched sites, you can assign permission for a single group from the Content Manager Groups screen or assign multiple users and groups by editing menu node permissions in Menus & Pages.

Check the box next to the type of permissions you want your group to have on each menu node or library folder.

• You can automatically propagate the selected permissions to all levels below a menu node by checking that box. Otherwise you can chose individual nodes by clicking the arrow next to the node to reveal the menu items underneath it.
• If you want to clear permissions for a node, check the box next to None for the node, or alternatively click Clear All Selections in the upper right of the screen.
• If you want to add multiple groups or users to a menu node, you can do that from Edit Permissions in Menus & Pages.
• Click View Role Definitions for details of the permissions listed.
• You can see Group Details by selecting View CMS Group Profile.

When you are finished editing permissions, click Save.

You will receive a confirmation notice that your changes were successful. You can click Cancel to return to the Content Manager Groups screen.

 

You can either delete a Group entirely or deactivate the group temporarily. Deactivated or Activated CMS groups can be filtered out of the main groups list. A deleted CMS group no longer appears in the Search/Select Group list.

Deactivating or deleting a group disassociates all the workflow responsibilities and permissions for that group. Before deactivating, you must reassign the workflow responsibilities and permissions, or your workflow will fail.

To Delete or Deactivate a Group:

1. From the Content Manager Groups page, highlight the group you want and click Delete or Deactivate.
2. Note: Once you cannot access a deleted group but will need to recreate it.
3. You can reactivate a group by highlighting it in the listing in the Content Manager Groups screen and choosing Activate. Note: If the name of the group does not appear, ensure either All or Inactive is chosen on the Status drop-down filter.