Everyone can create pages
All of your employees can be involved in creating and editing pages. They can edit only the pages for which they have authorisation. Depending on your needs, you can set the authorisation process (workflow) for page publishing.
A structured approach for several people
Creating and editing web pages at your company can be the responsibility of a number of staff members, who may have the same or different administration rights. Such authorisation settings are made up of the following standard rights:
- Authorisation to carry out various activities, e.g. to read, edit or delete a document; transferring, copying and others…
- Access to various documents: all website material, selected sections or documents, parts of the website structure, or an individual document…
- Workflow authorisation: a new document can be created, published and archived…
Users with the same rights are grouped together, and roles are assigned to the user groups. The roles define the scope of the authorisations, based on the principles described above. Special setting of access rights to documents in the website structure is therefore made relatively straightforward thanks to the user groups and roles. Rights can be easily applied to nested documents.
Note – structured administration of the website content does not apply to the CMS LARS Vivo LITE licence, which gives all authorised persons only one administration user account.
Examples of use in a larger company
At a large company the website is the responsibility of the public relations department, where two staff members have equal access rights. Their user accounts will be members of Administrators user group. In terms of the whole website, this group is assigned the role of Administrator, which has all available access rights.
The company also has a product department, which takes care of all product information. Three people from this department will be member of the ProductManagers user group. They will be given the relevant authorisations through role assignment, but will only have access to the Products section, where they can create, publish, and edit pages. They may also delete pages about products that are no longer manufactured. However, these employees cannot change company website material, press releases, contacts or other materials. In such cases, they have only reading rights.
The company has a HR department, where human resources staff are responsible for recruitment work. These employees will only have the access the Career section, where they create pages with a description of job vacancies. They can also delete descriptions of vacancies that have been filled.
In the marketing department someone produces a press release with marketing elements. As public relation staff are responsible for all press releases, they also want to approve marketing documents before publication. The marketing staff member will therefore not have publishing rights, and any reports prepared are in “New“ status only. An authorised person from the public relations department can then publish it.
An example of where somebody takes up a position at the product department and should be involved in managing product information on the website. The administrator creates a profile for him, adding him to the ProductManagers group. As a result, the new employee acquires, in a simple way, the same rights as his colleagues in the department.
The company has a total of 12 branches, in larger towns. At every branch one person (usually the directors assistant) will be assigned responsibility for information on opening hours, contacts and services offered at this branch. She will have authorisation to edit one page containing all information about the branch.
Adapting the document workflow process
Sometimes at the company, a more complicated document approval process applies, which cannot be expressed simply by a basic status: New – Published – Archived.
Such statuses can be extended so that they comply with the work process and division of responsibilities at your company.
Should more departments or managerial levels comment on texts, other status categories can be added to the workflow, such as Approved, For Publication, Under preparation, Rejected, For processing… and similar categories.
In addition, it is possible to assign one or more user groups to each status in the workflow configuration. They will have sole authorisation to set the content status in its workflow. Such a mechanism enables us to ensure that, for example, only users in the GeneralEditors group will be able save the content in Published status. Thanks to such workflow configuration possibilities, these users can be the designated persons with the rights to approve, reject and publish texts. At the same time, others only prepare pages, but they cannot publish them without the approval of others.
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