Assigning roles to users
Overview
The guide follows on the Roles and Permissions guide. While it is the job of the Manager to add users to Silva, either manually or using an external system, the Chief Editor assigns user roles throughout the site.
The first step is to determine which area of the site you wish to add roles to. In the following example we are adding user roles to a Publication. It is the same process for adding users to a Folder or Document. If you give a user a role in a Silva Publication they will have that role for all underlying content. You could on the other hand give a user a role in a subfolder or even just a Document.
Adding roles
1. Configuring a Silva Publication, Folder or Document
Login to the Silva Management Interface as Manager or Chief Editor.
Navigate to the Publication (or Folder or Document) you wish to add a user to.
Select Access from the Settings drop-down at the top of the SMI (Fig. 1.).
Fig. 1. Selecting the Access option from the “Settings” drop-down.
This will bring you to the Access screen where you manage users (Fig. 2.).
Fig. 2. User roles management facilities.
Users who have roles already assigned are listed in the “User roles” table. You can see that some people have roles on a lower level, such as “user3” and “user5”. While “user3” has an “Editor” role above, the user has a “ChiefEditor” role assigned in this publication.
2. Searching for users to assign roles
Click the Lookup users... button located at the bottom left of the “User clipboard” area (Fig. 3.).
Fig. 3. User clipboard.
This brings you to the “Lookup users” form (Fig. 4.) where users can be searched, and placed automatically on the clipboard.
Type the name or part of the name of the user you want to find (Fig. 4.). You must type at least two letters. If you work in a large organization with many users you should probably type more characters to limit the search results.
Click the Lookup user button.
Fig. 4. Lookup users dialog.
Succesful search matches will show up in the notification area (Fig. 5.).
Fig. 5. Search result notification.
The system will now add all found users to the clipboard. If no users matching the search string are found the notification will say so.
The users will be placed automatically in the user clipboard area (Fig. 6.). You can do multiple searches and thereby add more search results to the previous search results in the “User clipboard”.
Fig. 6. Users listed on the clipboard after a search.
3. Assigning roles to users on the clipboard
The clipboard contents will be kept around until you log out or click on the Clear clipboard button. You can therefore use the same clipboard to assign various roles to a number of users in different locations.
Select the user(s) you want to grant a role to on the clipboard.
Choose the role you want to assign to the user(s) in the select role drop-down of the user clipboard (Fig. 7.).
Press the Grant role button.
Fig. 7. Selecting roles for users.
You have now completed assigning a role. You can repeat this step for other users on the clipboard if desired. In our example we're giving the user: “user” a “ChiefEditor” role (Fig. 8.). You can only grant and revoke roles which are the same as your role or roles with less priviliges.
Fig. 8. Defined users.
4. Assigning roles to a user with previously assigned roles
Users who already have roles assigned to them higher up in the site will be listed in the “Role defined above” column of the user roles table (Fig. 2. and Fig. 8.).
You can assign roles to such users by selecting the checkbox in front of their user name. You can select multiple users if you want to assign the same role to them at once.
Then, select the role in the drop-down list at the bottom of the user roles table. Press the Grant role button next to the role drop-down list. You have now completed assigning the roles to existing users.
5. Revoking roles from users
To revoke a role from a user, go to the user roles area in the middle column of the Access screen (Fig. 9.).
Fig. 9. Revoking a role from a user.
You can only revoke roles from users in the location where this role has been assigned to them. If the role has been assigned higher up it is not possible to remove the role in the lower location. If you have the permissions you can go up to a higher level Access screen, using the sidebar navigation, until you reach the point where the role is assigned.
Revoke a role by using the checkboxes before the “Identifier” column (Fig. 9.). After selecting the users whose role you want to revoke, click the Revoke role button located in the lower right area of the “User roles” area.
If you revoke all roles from a particular user, the user won’t be shown anymore in the “Roles defined here” area, but you can lookup the user as described above.