1. Access and Workflow
Hands-On

2. Agenda
Key Terms
User Permissions
Access
Workflow

3. Key Terms Permission Access Workflow
Who can do what in your site (e.g. can upload files or create new content)
Access
Who can go where in your site (e.g. get into the /academics directory)
What’s allowed in each section of your site (e.g. can image files be uploaded at the root)
Workflow
Who can publish what in your site (e.g. sending pages for approval)

4. User Permissions
Each User Level has default abilities associated with that level
Level 0 can review but cannot edit
Level 1-3 can edit but cannot create new content
Level 4 can create new content
Level 5 can edit page parameters
Level 6-7 can upload files
Level 8 can delete files
Level 9 site-wide administrative control
Level 10 account-wide administrative control
Specific Users can have certain abilities enabled or disabled based upon custom User Permissions

5. Creating Users Nancy Nicks - Athletic Department Director
Responsible for Gallena Gophers and Tickets pages
Overall responsibility for entire Athletics Section
Trusted to edit content, create new content, modify page parameters, upload content, delete content and manage this section’s information architecture
Source Code Experience: None

6. Creating Users
Betty Brown- Associate Director for Student-Athlete Recruitment
Responsible for Prospective Athletes page and updating Index Page
Trusted to edit content, create new content, modify page parameters, upload content and delete content
Source Code Experience: Coding wizard

7. Creating Users Stan Steel - Physical Education Department Chair
Responsible for University Recreation page and updating Index Page
LOVES to embed videos on his pages… SO MANY VIDEOS!!
Trusted to edit content
Should NOT be able to create new content, modify page parameters, upload content and delete content
Source Code Experience: None

8. Creating Users
Harry Hawk - Associate Director for Facilities and Grounds
Responsible for Tailgating Policy page and updating Index Page
Capable editor for anything facilities related
Trusted to edit content, create new content, and upload content
Should NOT be able to delete content or modify page parameters
Source Code Experience: just enough to break something

9. Creating Custom Toolbars
Stan Steel
LOVES to embed videos on his pages… SO MANY VIDEOS!!
We can create a custom toolbar and remove the Insert/Edit Video button

10. Access Section Responsibility Site Organization
Who is responsible for each section/page in your site?
Site Organization
What page types are allowed in each section?
What file types are allowed in each section?
Which toolbars are allowed in each section/page?

11. Section Responsibility
Nancy Nicks
Betty Brown
Stan Steel
Harry Hawk
Nancy Nicks
Nancy Nicks
Nancy Nicks
Betty Brown
Stan Steel
Harry Hawk
Nancy Nicks
Betty Brown
Nancy Nicks
Stan Steel
Nancy Nicks
Harry Hawk
Nancy Nicks

12. Creating Group Athletics Department Nancy Nicks Betty Brown Stan Steel
Harry Hawk
Athletic Director
Nancy Nicks
Athletic Director
Nancy Nicks
Athletics Department
Nancy Nicks
Betty Brown
Stan Steel
Harry Hawk
Prospective Students
Nancy Nicks
Betty Brown
University Recreation
Nancy Nicks
Stan Steel
Tailgating Policy
Nancy Nicks
Harry Hawk
Athletic Director
Nancy Nicks

13. Assigning Access When first setting up your site...
Set access from the top down using Recursive Modification
Site Access should be set to Admin Only
Set Access on each section/page
After your site is set up...
Use Recursive Modification carefully!
Access Setting closer to the content will take precedence

14. Site Organization What section/page types are allowed in each section?
We will create Template Groups to control this
What file types are allowed in each section?
We will allow/disallow extensions to control this
Which toolbars are allowed in each section/page?
We will assign custom toolbars to control this

15. Allowed Template Types
Root of site
No random pages
All New Sections
New Folders
Athletics Directory
No more sections
All New Pages
Template Groups:
Sections Only
Pages Only

16. Allowed File Types Root of site Athletics Directory Images Folder
No image or document files allowed
Athletics Directory
Images Folder
Images allowed
Documents Folder
Documents allowed
Extensions: Disallow jpg, jpeg, bmp, gif, doc, docx, ppt, pptx
Extensions: Allow jpg, jpeg, bmp, gif
Extensions: Allow doc, docx, ppt, pptx

17. Allowed Toolbars Custom Toolbar:
SideNav Toolbar
Side Navigation files don’t need a full toolbar
We can create an abridged custom toolbar so no one adds videos/images/etc to this file

18. Access Recap Section Responsibility Site Organization
Who is responsible for each section/page in your site?
Site Organization
What page types are allowed in each section?
What file types are allowed in each section?
Which toolbars are allowed in each section/page?

19. Workflow
Workflow is the process of users submitting files to others for approval and publication.
Approvers can be responsible for sections/pages
The Head of Alumni Relations must approver of all edits made within the Alumni Directory
Set up a Directory-level Approver
Approvers can be responsible for other users
A department chair must approve of all edits made by people in the department
Set up a User-level Approver

20. Directory-level Approver
Nancy Nicks has overall responsibility for the entire Athletics Section
We will make her the Directory-level Approver and Enforce the Approval
Harry Hawk is a capable editor for anything facilities related
He does not need approval for the Tailgating Policy page
We will make the Tailgating Policy group the Bypass Approval group on that page

21. User-level Approver
Stan Steel will occasionally create sports news articles for the school’s on-line magazine
We will make Nancy Nicks his User-level Approver
Nancy will be his default approver, no matter where Stan is in the site

22. Access/Workflow Scenarios

23. Thank you. Barbara McQuillan Software Trainer OmniUpdate
ext 242
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