Managing Users

 

Overview

Depending on the size of your organization, you may have a handful of users, or hundreds. Either way, at some point an Administrator (or another user with the granted permission) will need to manage the users in their system, whether that involves changing a current user's information or access, or creating a new user entirely.

The concept of a user is simple, a user is someone who is a part of your organization. Users have properties such as a first and last name, contact information, biographies, etc.

A common misconception with users in Campusuite is the idea that every person registered as a "user" has access to Campusuite. This is not true. Even if you have people in your organization that only need to be listed as an employee or faculty, they will still be added into Campusuite and given a profile. At the time of creating the user, you will specify what kind of access, if any, you want them to have to Campusuite. It is here that you can determine if a "user" is listed in a department, or someone who can actually access and edit content on your site.

 

Understanding Roles and Permissions

In Campusuite, there are many kinds of users in the system. In addition, you can extend permissions of individual users to allow them special privileges in the system.  All of these roles and privileges are explained in the sections below.

First and foremost, it's important to understand that in order for a user to see the "Digital Assets" tab at the top of their dashboard when they log in, they must have access to a department that has access to the asset library. That's right, even departments need to be granted access to the asset library... just like they need to be granted access to each of the data modules.

So for example, you have a department named "Department A" and a user named "User A". User A only has access to Department A and does not see the "Digital Assets" tab at the top. This means that Department A should be edited and given access to the Asset Library. Simply edit the department, scroll to the bottom of the screen, and check the box next to "Image Library" then save.

This will enable the "Digital Assets" tab at the top of their dashboard and they will by default, have basic access to the image library. You can bump a publishers access up to "Imagespace Admin" by editing that individual and checking the appropriate checkbox in their profile. This will allow them to add and remove files from the library. Be sure to use this permission wisely.

 

User Roles

Not everyone with access to Campusuite will need, or should have, the same permissions as everyone else. This is the job of user roles, to define different levels access for the different kinds of users at your organization. These roles are explained below.

Administrator

Administrators have full access to the system and can perform any type of function:

  1. Add, modify and delete users
  2. Add, modify and delete departments and sub-departments
  3. Full access to all files and pages
  4. Access to private digital assets and batches
  5. and more...

Publisher

A Publisher can add, edit and delete content in only the departments they have been granted access. Publishers can also make content live without approval.

Writer

A Writer can create drafts to submit for review by a PublisherCM and only in the areas they have been granted access. Writers receive notifications if their content has been approved and made live or if the draft has been declined. See the draft workflow documentation for more information on this topic.

Viewer

A Viewer is designed to provide access to private content or access to digital assets. Viewers have no access to add, edit or delete any content or digital assets.

 

Permissions Matrix

The table below lists some of the more common actions in Campusuite and which user roles have the permission to perform those actions.

  Viewer Writer Publisher Admin
Access private pages X X X X
Create and edit drafts   X X X
Edit pages     X X
Approve drafts     OPT X
Access digital asset library   X X X
Add components     X X
Add/edit users     OPT * X
Approve request access     OPT X
Modify faculty and staff profiles     OPT X
See activity log     OPT X
Add/edit departments     OPT X
Add/edit files     OPT X

* NOTE: If a publisher has been granted access to a department that uses the faculty/staff module, then that publisher can edit specific details of ANY user existing under (or shared with) that department.

Special Permissions

These special permissions can be added to a user's account and are imposed globally on the system. These are only able to be applied to users with Publisher access.

  1. Imagespace Administrator
    Full acces to the asset library. Access to add, modify and delete digital assets as well as applying keywords.
  2. Collabora Administrator
    In the Collabora module, this permission grants access to add, modify and delete projects.
  3. Requests Administrator
    Permission to approve users requesting access to the system as well as moderate FAQ's submitted to areas that person has access to. This does not allow the user to add Administrators, only Publishers, Writers and Viewers. See Approving Access.
  4. News Manager
    Allows that person to share news items with any department in the system, thus enabling them to add news to ay department.
  5. Calendar Manager
    Allows that person to share calendar items with any department in the system, thus enabling them to add events to any department.
  6. Department Administrator
    Permission to add Publishers, Writers and Viewers to the system. It also allows them to modify all profile content and settings. The user still cannot add or modify Administrators.
  7. Faculty Administrator
    Enables that person to search for users from the dashboard and modify any content associated with any user in the system. The user still connot add or modify Administrators.

 

Per-Department Special Permissions

These permissions can be granted to a user on a per-department basis.

  1. Blog Administrator
    Permission to moderate blog comments in that department. See Approving comments under Blog Module.
  2. Content Manager
    Permission to approve all drafts created by Writers under that department. See Draft Workflows.
  3. FAQ Administrator
    Designates the user to receive all incoming FAQ questions and allows permission to answer or delete them for that department.
  4. Full Editor
    By default, writers have a limited set of page editor tools. This is to keep a tighter grips on your page styles and hence helps maintain consistency between the styles of your pages. Enabling this permission grants all of the page editor tools to a writer.
  5. Publisher Upgrade
    Allows a writer to make material live in only the departments they have been granted access. Use this option wisely as this effectively breaks the "law" of the writer security profile in that it enables them to publish content freely.

 

Acknowledging an Access Request

If there are a large number of people requiring access to the system, it may be too cumbersome for Administrators to enter every detail about every user. Also, at larger organizations, Administrators may not know exactly who will need access to Campusuite.

A feature of Campusuite can be used that allows people to request access to your site. When accessing the login page, a person would have the option to request access, where they would complete some basic details and submit the request. An administrator is notified and they can review the access request, fill out any remaining details (such as what department the person belongs to), and finally approve (or reject) the request.

Throughout this process, automated emails are sent and the user is eventually notified that their account has been set up. After the initial submission for access from a user, they are sent an email to confirm their email address. If a user does not confirm their email, Administrators will not get their request. When the confirmation link is clicked, the pending request will be fully registered in the system and will await action from an Administrator. Once access is granted, the user will be able to log into the system.

The access request feature works outside of the normal user database in Campusuite, therefore users with access requests are not actual Campusuite users until their request has been approved.

  1. On the Dashboard page, click the Requests link. This will have a number with parenthesis around it; this shows how many requests are pending.
  2. A summary of all of the pending requests will be shown. In Campusuite, there are different kinds of requests; a user access request is one of several. Each item in the list represents an individual request. These items will have a Reject link and Accept link associated with them.
  3. Depending on the action necessary, you can click the Accept link to approve the request for a user, or click the Reject link to ignore and delete the request. Note that a user does not have a fully registered or even usable account until you accept the user request.
  4. The effect of the action is immediate, and the user will be properly notified of the acceptance/rejection.
  5. If you chose to approve the user, you will be shown a page where you will need to enter some of the users properties, such as their department associations/permissions. This is similar to editing a user's extended profile.

 

Adding a User

  1. On the Department Administration page, click the Add Person button for the sub-department that you want to add a user to. A new page will open, the Add Person page.
  2. Fill out the fields for the user's information. View a description of this interface for reference.
  3. When you are ready, click the Submit button near the bottom of the page. If you want to continue to edit more attributes of the user, you can click the Extended Information button instead to save the current information for the user and redirect to another page that will allow you to edit more information about the user. View a description of this interface for reference.
  4. Click here to watch how to set up a new user with basic access.

 

Finding a User

The User Administration page will allow you to search for a user in the system. This is useful especially if you do not know which department a user may belong to.

On both the dashboard and the User Administration page, there is a Search textbox that can be used to search for a user by name. As you type, search suggestions may appear for you to choose..

In addition to a search box, you also have the option to browse users by the first letter of their last name. Near the top of the User Administration page there is a horizontal list of clickable letters. Clicking a letter will list all of the users whose last name begins with that letter.

When you have searched enough that you have found the listing for the user, you can click on their name to open up the profile page, where you can edit all of the information about that account.

If you do know which department that "owns" the user, you can use the Department Administration page to browse a listing of users and select one from there.

 

Editing a User

  1. Navigate to the user's Modification page. We refer to this screen as the user profile editor.
  2. This page has many fields that you can edit. View a description of this interface for reference.
  3. On this page is also a Permissions tab. You can use this tab to assign a user to additional departments or make them members of groups. View a description of this interface for reference.
  4. Once finished, click the Update button to save the changes, or click the Cancel button to ignore any changes you just made. If you choose to save the changes, the page will refresh and you will remain on the user's Modification page.

 

Deleting a User

  1. Navigate to the user's Modification page.
  2. Near the bottom of the page, click on the Delete button.
  3. A popup will show to alert you of the action and ask you to confirm. If you wish to continue, click the OK button, otherwise click the Cancel button.
  4. The user will be removed from the system, and the page will refresh, redirecting back to the Department page for the department that owned the user.

 

Departments and Groups

Once users are in the system, it is often the case that certain users, no matter what their permission level, will need access to multiple departments. To accomplish this task, users can be assigned to departments individually, or they can be associated with a group, which allows pre-defined access to certain departments. Groups are useful as they ensure a subset of users will be granted the same department permissions as the other members in a group.

 

Assigning a Department to a User

  1. Navigate to the user's Modification page. This page will have tabs near the top, one which will be the  Permissions tab; click it.
  2. The top portion of the page in this tab shows the departments that the user is associated with. To assign a new department to the user, click the grey Add button.
  3. Complete the details of the department being added to the user. View a description of this interface for reference.
  4. Once finished, click the green Add button.
  5. The page should then reflect the newly added department. Click the Update button to save these changes to the user. Please note that no changes will be saved until you click the Update button.

 

Removing a Department from a User

  1. Navigate to the user's Modification page. This page will have tabs near the top, one which is the Permissions tab; click it.
  2. The top portion of the page in this tab shows the departments that the user is associated with; all relevant departments will be listed. Each item in the department list will have a Delete button associated with it (looks like a trash can). The only exception to this is the department that "owns" the user; a user cannot be deleted from its owner.
  3. Click the Delete button for the appropriate department.
  4. You will be prompted to confirm. Click the OK button to continue with the deletion.

 

Assigning or Removing a Group to/from a User

  1. Navigate to the user's Modification page. This page will have tabs near the top, one which is the  Permissions tab; click it.
  2. The lower portion of the page in this tab is labeled Sharing. It shows two windows that contain all the departments in the system. We call this pair of windows, Slush Boxes. Double-clicking on an item in one of the lists will move it to the opposite list. Groups that the user is a member of are shown in the Member Of list to the right. Groups that the user is not a member of are shown in the Available Groups list on the left.
  3. Click the Update button to save these changes to the user. Please note that no changes will be saved until you click the Update button.