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Administrator Guide to Rights 1 Administrator Guide to Rights and Group Administration The CivicPlus system uses several layers of rights and all rights are assigned at the group level. Individual users cannot be assigned rights. In order for an individual user to have rights to any area of the website they must belong to a group. You can create the group first and add the users to the group as you create them, or vice versa. The CivicPlus system allows you to vary the level of rights between pages and modules for your groups so you can tailor your permissions to your needs. CivicPlus Rights and Permissions Your CivicPlus content management system has four levels of rights: System administrator Owner Publisher Author System Administrator rights are different than the other three. The system administrator has complete control of the website. They have rights to all pages and modules. The system admin has the ability to create new users and groups and also has access to the admin functions available on the website. Level of Rights Pages Modules Owner Owners are considered a mini-system admin over just a part of the website. They have the right to create new pages, move existing pages, set the feature column on pages, create new pages, and modify existing pages. Can approve authors work within their assigned area. Owners have the right to create new module categories (if they have access to the module already), new module items and modify existing items. Can approve authors work within their assigned area. Publisher The publisher has the right to edit pages and create new pages (restricted to areas of the website that the admin chooses). Once ready this rights level has the ability to publish to the live website. The publisher can unpublish pages but cannot delete. Can approve authors work within their assigned area. The publisher has the right to create and modify items within the modules then publish them to the live site. (Restricted to the categories the admin chooses). The publisher can unpublish module items but cannot delete. Can approve authors work within their assigned area. Author The author has the right to edit pages and create new pages (restricted to areas of the website that the admin chooses). When they edit or create new pages they must submit it for approval before the changes are made to the live website. The author has the right to create new items in the modules they must be submitted for approval before the changes are made to the live website. Authors cannot make changes to published module items. To make changes the item must be unpublished. Creating Rights Groups The CivicPlus system uses groups to assign rights. You cannot set rights at the user level, even if there is just one person with the assigned rights they must have a group. When setting up your group you need to decide on the following items: What level of rights should this group have on pages and modules? ---PAGE BREAK--- Administrator Guide to Rights 2 Which pages should this group have rights? Which module categories do they need rights? Who belongs in this group? Section 1: Creating a New Group Access Group Administration 1. Log in to the admin side of the website. 2. Select Modules > Site Tools > Group Administration 3. Choose Add Back-End Group (Fig. 1-1). Fig. 1-1 4. Settings Tab: Assign a group name. The group name should include what level of rights you are giving to the group to assist in assigning rights later. ex Parks and Rec – Publisher If you wish to add a description you may. Only those who have access to group administration will see the description (Fig. 1-2). Fig. 1-2 5. Modules Tab: Assigning rights to the modules at this tab will assign rights module wide. If you wish to give a group complete access to a module it is ok to use this tab if you wish to restrict access to just one category you will need to do this at the module level. For more information please see Section 2. ---PAGE BREAK--- Administrator Guide to Rights 3 6. Pages Tab: The pages tab allows you to set rights on a page by page basis. Using this tab you must select ALL pages you want the group to have access to, this must include all subpages. If you wish to grant access to an entire set of pages you can do this in the pages menu. For more information please see Section 4. When using the pages tab you will see the V, A, P, and O check boxes to allow you to choose the proper level of rights for each page. Also to expand the menus you can single click the double page icon to show all sub menus. See Fig. 1-3 . Fig. 1-3 ---PAGE BREAK--- Administrator Guide to Rights 4 7. Users Tab: You can select existing users from this tab to place in the group. If you have not yet created your users you can select which group they belong to in user administration when you add a new user. 8. Save: Once you are complete you are ready to save. Your two options are Save and Save and Publish. Save will keep your settings but it is not available to use yet. Save and Publish will publish it and allow it to be used by any user in the group. ---PAGE BREAK--- Administrator Guide to Rights 5 Section 2: Setting rights at the Module Category Level 1. Select modules then the first module you wish to set rights. 2. Find the category you wish to set rights for and click choose an action select Properties (Fig. 2-1). Fig. 2-1 3. Now you can select which groups have access to this category and at what level. Multiple groups can have access to the category. See Fig. 2-2. If the check box is grayed out this means that the rights were set at the group or module level and that group has access to the entire module. To remove those rights you will need to select that at the module level, see section 3. Fig. 2-2 4. Save your changes and continue to work through each category in each module. ---PAGE BREAK--- Administrator Guide to Rights 6 Section 3: Using the Permissions Tab at the Module Level Setting rights using the permissions tab grants access to the entire module and not by category if you are wishing to limit access by category please see section 2. 1. Select the module you wish to modify and select the Permissions tab. Fig. 3-1 2. You can now modify the rights for the entire module. If you are trying to remove rights set before so you can set category level rights just uncheck the boxes with that group. 3. Saving your changes. If you choose to save it will save these rights but will keep any rights set at the category level and will not change. Choosing Save and Push Down will wipe out all rights set and all rights for the module will reflect what is set in the permission tab. ---PAGE BREAK--- Administrator Guide to Rights 7 Section 4: Setting Rights from the Pages Menu Setting rights at the pages menu will allow you to both set rights for one page but also allow you to push rights down to all subpages. 1. Navigate to the page you wish to set rights. 2. Click the Live edit button 3. In the properties tab select Permissions . See Fig. 4-1. Fig. 4-1 4. Select the groups you want to have access to this page. 5. To just give rights to the page you have selected choose to Save. If you want to give rights to all subpages as well choose to Save and Push Down . Save and Push Down will wipe out existing permissions and should not be used if you have already given some rights to the pages.