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Managing Roles

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:

  1. End User: Members of the user role can view published content within the project Learning Library end user website and give feedback on the content. End Users only have access to the Learning Library, not the Management Center.
  2. Author: Members of the author role can populate content for the project.
  3. Administrator: Members of the administrator role can create document library (also referred to as authoring files) and Learning Library hierarchies. Project administrators can modify a role to add or remove users and groups to/from projects that they own.

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.

NOTE:

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.

In addition, there are three instance-wide Server roles that are automatically created upon installation of the Server: 

  1. 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.
  2. 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. 
  3. 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, a system administrator can modify a role to add or remove users.

  1. Click the Administration cog on the navigation bar of the Management Center.
  2. Select Users, Roles, and Groups > Roles in the left navigation menu.
  3. Review the following fields in the System Roles section:

    NOTE:

    The total number of system roles displays in parentheses.

    NOTE:

    System Roles only display for system administrators.

    Field

    Description

    Name

    Displays the name of the available system-wide roles.

    Users

    Displays the total number of users in the role.
  4. Review the following fields in the Project Roles section:

    NOTE:

    The total number of projects displays in parentheses.

    NOTE:

    Project administrators only have access to roles within projects that they own.

    Field

    Description

    Name

    Displays the name of the project.

    End User

    Displays the total number of users in the end user role of the project.

    Author

    Displays the total number of users in the author role of the project.

    Admin

    Displays the total number of users in the administrator role of the project.
  5. Perform one of the following actions:

    If You Want To

    Then

    Add a user to a system-wide role
    1. Click on the appropriate system-wide role.
    2. Go to the next step.

    Add a group or user to a project role
    1. Click on the number of groups and users for the corresponding project and project role.
    2. Go to the next step.
  6. Review the following fields:

    NOTE:

    Groups are only available for project end user roles.

    NOTE:

    The total number of groups and users assigned to the selected role displays beside the role name. The top of the role page displays the groups assigned to the selected role. The bottom of the role page displays the users assigned to the selected role.

    NOTE:

    Only 5 groups and 100 users display at a time. To view more groups, click the drop-down arrow to the right of 1-5.To view more users, click the drop-down arrow to the right of 1-100. You can also use Previous and Next to navigate through the list of groups and users.

    NOTE:

    Click on a column heading to sort the group and user lists. Click the up and down arrow beside the column heading to sort by ascending and descending order.

    Field

    Description

    Name

    NOTE: This field only displays for project end user roles.

    Displays the name of the group assigned to the selected role.

    1. Click on the group name to display a list of users filtered by the selected group.
    2. Refer to Creating and Managing User Accounts for more information.

    Users

    NOTE: This field only displays for project end user roles.

    Displays the number of users within the group.

    NOTE: When you create or edit a user, the user is automatically added to any group with matching auto-assignment rules.

    Name

    Displays the user's last name, first name.

    NOTE: The user's username displays if the user's first and last name are blank.

    Username

    Displays the user's account username.

    Primary Email

    Displays the user's email.
  7. Perform one of the following actions:

    If You Want To

    Then

    Return to the list of roles

    Click BACK in the top left of the role page.

    Add a group to a project end user role
    1. Click Add Group.
    2. Select the groups to assign to the role.

      NOTE: Groups already assigned to the role display grayed out.

    3. Click OK.

    NOTE: The group is added to the list of groups on the role page.

    Filter the list of users
    1. Enter any part of the user's name into the Filter text field.

      NOTE: You can filter based on any of the information in the columns.

    2. Click Filter.

      NOTE: Click the X in the Filter text field to remove the filter.

    Add a user to a role
    1. Click Add Users.
    2. Enter the username, first or last name or user email in the Look up user field.

      NOTE: Click the X in the Look up user field to remove the text.

    3. Click Look Up.

      NOTE: You can close the address book at any time by clicking X.

    4. Select the users to assign to the role.

      NOTE: Users already assigned to the role display grayed out.

    5. Click Add.
    6. Click Done.

    NOTE: The user is added to the list of users on the role page.

    Edit a user account
    1. Click on the user name to display the user page.
    2. Refer to Creating and Managing User Accounts for more information.

    Delete a group or user from a role

    NOTE: Only users and groups manually added to the role can be deleted. Refer to Creating And Managing Groups for more information on how to remove a user from a group or change the hierarchy of a group.

    1. Click X beside the group or user you want to remove.
    2. Click Remove.

    NOTE: You cannot remove yourself from the system or project administrator role.
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