Managing CMS Users

To add a new CMS user:

From the Content Manager Users page, click Add New.

To edit an existing user:

From the Content Manager Users page, highlight the user's name and click Edit.

1. In the Add/Edit CMS User screen fill in the following information:
   • If you are adding a user for the first time, click the radio button for Active Directory or IAPPS Content Manager depending upon where the user information is stored. Many iAPPS installations have integrated Active Directory for a single sign on for multiple system. If Active Directory selected as User Type, click the arrow in the pick-list to select. This option will not be present when you are editing an existing user
   • First and Last Name
   • Email address
   • Username (at least 5 characters)
   • Password
   • Click the checkbox beside on or off to select whether this user receives email notification from the system. The default is on.
   • Optionally, you can set an expiration date for the user. After that date the user's access will expire and he or she will need to be reactivated.
   • You can also add a profile photo if desired.
2. Assign Site Access and Roles.
   1. The Site Access and roles/groups work in conjunction with each other.
   2. You must assign the use to at least one site. How many sites appear in the Site(s) column depends on whether your implementation is using multi-sites or language variations.
   3. Both built-in iAPPS roles and any current custom Groups appear in the Groups column. Below are the built-in Roles in iAPPS Content Manager.

   Global Roles	Flexible or Limited Roles
   Content Administrator Global Approver Global Author Global Publisher Global Navigational Editor	Custom Permissions Nav Editor Previewer Blog Administrator Site Administrator Template Admin Translation Admin

   Note: Users assigned one of the global roles will have access to all parts of the site by default. Choosing Custom Permissions or Nav Editor will allow you to choose specific access and menu nodes where users can make edits or view material. Previewer is a standalone role that allows users to view but not edit the site. If a User is a Previewer for a site they cannot hold any other roles or permissions. The remaining roles allow users to perform specific duties relating to the site, such as blogs, templates and translation features. Users can have different roles in different sites, and can hold more than one role in a site, such as Global Author and Blog Administrator (except Previewer).

   4. To assign the user a role in a certain site, first highlight the site, then a role or group from the Group(s) column and press the right-facing arrow.
   5. The Site and Group or Role will appear together in the Current Sites: Access column.
   6. To remove the access, click on the access you want to remove in the Current Sites: Access list and click the left-facing arrow.
3. Click either Save or Save and Add Permissions (which will only appear if the User needs custom 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.

See "User Roles and Permissions"for full details on roles.

 

You can edit permissions directly by clicking Edit Permissions from the Content Manager Users 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 user from the Content Manager Users screen or assign multiple users by editing menu node permissions in Menus & Pages.

Check the box next to the type of permissions you want your user 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.
• To quickly clear all permissions in a row, click the “None” Column. (Note: the check will disappear after you save), 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 the user's details and current permissions by selecting View User 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 user entirely or deactivate the user temporarily. Deactivated or Activated users can be filtered out of the main list. A deleted CMS user no longer appears in the list.

Deactivating or deleting a user disassociates all the workflow responsibilities and permissions for that user, which could affect your workflow process. Before deactivating, you must reassign the workflow responsibilities and permissions.

To Delete or Deactivate a CMS User:

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