Roles are intended to identify a team of users with a common project, function, or activity. Role functionality allows you to restrict access to project functionality to specific users.
When a project is created, the following three roles are automatically created and associated with the project:
- End User: Members of the user role can view published content within the project end user website and participate in discussions associated with the content.
- Author: Members of the author role can populate content for the project.
- Administrator: Members of the administrator role can create document library and website hierarchies.
Access is cumulative for the roles. In other words, a member of the administrator role can perform all the actions of members of the user and author roles. A member of the author role can perform all actions of the user role.
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NOTE:
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The minimal role you should assign to a user interacting with the Server from the Editor is Author. This ensures the user will have access to Server functionality associated with creating content.
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In addition, there are three instance-wide Server roles that are automatically created upon installation of the Server:
- Glossary Administrators: Members of the glossary administrator role can enable and disable the use of the central glossary and rich text in definitions, use the glossary queue and glossary history list, manage glossary terms and definitions, run imports and exports, and subscribe to glossary events.
- Publishing Administrators: Members of the publishing administrator role can enable and disable publishing conversion types for managed documents, use the publish queue and publish history list, and subscribe to publish events. Publishing administrators need to be designated as a project administrator to have full access to all publishing functionality. If project administrators want to have publishing rights, they must also be designated as a publishing administrator.
- System Administrators: Members of the system administrators role are automatically added to both the glossary and publishing administrators roles. These members are not automatically removed from these roles if they are removed from the system administrators role.
Instance-wide Server roles cannot be created or deleted; however, an administrator can modify a role to add or remove users.
- Click Administration on the left menu.
- Click Users, Roles, and Groups in the Administration area.
- Click Roles in the Users, Roles, and Groups area.
- Perform one of the following actions:
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If You Want To
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Then
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Find a role
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Review the list of roles in the system.
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Add a user to a role
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To the System Administrator role, click System Administrators.
To the Glossary Administrators role, click Glossary Administrators.
To the Publishing Administrators role, click Publishing Administrators.
- Click Users.
- Click All Users in the Address Book.
- Click on the first letter of the last name of the desired user or use the search functionality.
- Select the user name.
- Click Add Selected.
- Go to the next step.
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Delete a user from a role
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- Click on the role you want to modify.
- Click Users.
- Select the user from the Selected list.
- Click Remove.
NOTE: Optionally, click Remove All to remove all users from the role.
- Go to the next step.
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- Click OK.
- Click Save.