Setting Permissions through the Permissions Table

IMPORTANT: All members of the Administrators group are automatically granted all permissions to all CMS folders. Although these users do not appear when you view a folder’s permission settings, they have full permissions.

You manage the following permissions through the Permission Table .

• Content management: view, add, edit, delete, restore
• Library File Management: view, add images, add other types of files, add hyperlinks, overwrite files
• Folder management: add, edit, delete, traverse
• Work with Collections and Menus

NOTE: You can use the Roles screens to assign additional permissions that are not defined in the Permission Table, such as the ability to create tasks. See Also: Defining Roles

The Permission Table appears when you click Permission () from a folder’s or content item’s Properties window.

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Inheriting Permissions

By default, all content folders and items inherit permissions from their parent folder. You have two options for modifying permissions.

• Modify the permissions of the parent folder
• Break inheritance and add permissions to a folder

-^- Breaking inheritance

Breaking Inheritance

To break inheritance from a parent folder:

1. Access the Permissions Table for a content folder or content in your Workarea.
2. Disable the Allow this object to inherit permissions check box. A confirmation message appears.
3. Click OK.

-^- Restoring inheritance

Restoring Inheritance

To restore inheritance for a content folder or content:

1. Access the Permissions Table.
2. Check the box that says Allow this object to inherit permissions. A confirmation message appears.
3. Click OK.

Standard and Advanced Permissions

There are two categories of permissions. You assign permissions in each category from a different screen.

The standard permissions are as follows:

• Read Only—View content
• Edit—Edit content
• Add—Add content
• Delete—Delete content
• Restore—Restore old versions of content
• Library Read Only—View items in the corresponding library folder See Also: Storing Files in the Library
• Add Images—Upload images to the corresponding library folder
• Add Files—Upload files to the corresponding library folder
• Add Hyperlinks—Add hyperlinks to the corresponding library folder
• Overwrite Library—Overwrite images and files to the corresponding library folder

The advanced permissions are as follows:

• Collections—Manage collections See Also: Working with Collections
• Add Folders—Add sub folders See Also: Adding Folders
• Edit Folders—Edit folder properties See Also: Folder Properties
• Delete Folders—Delete the current folder or its subfolders See Also: Deleting Folders
• Traverse Folders—Access folders under the root folder. By default, the Everyone user group has permission to view all subfolders.
  
  If you disable or modify the Everyone user group, and you want to grant users/groups permission to a folder other than the root folder, you must also assign Traverse permission. If you do not, the user cannot access the folder. In that case, the user cannot perform any other granted permissions.
• Modify Preapproval—Set or update a folder’s preapproval group. This permission is only displayed if preapproval groups are enabled. See Also: Automatic Creation of Tasks Associated with Content

NOTE: To grant users the ability to copy or move content, assign to them the Move or Copy Role. See Also: Defining Roles

Accessing the Permissions Table

To access the Permissions Table:

1. Select a content folder from the left frame of the Workarea.
2. Choose View > Language.
3. Select the language whose folder properties you want to update.
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4. Choose View > Properties. The Folder Properties screen appears.
5. Click Permissions ().The Permissions Tableappears.
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The Permissions Table displays each user or group’s abilities to perform actions on content in the selected folder. Since all permissions cannot fit on one screen, click the Advanced tab to see the other group.

After viewing permissions, you can change them. Below is a list of actions you can perform from this screen.

Actions You Can Perform from the Permissions Table

The following list shows actions you can perform from the Permission Table screen.

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• View standard and advanced permissions by clicking the Advanced tab; see Standard and Advanced Permissions.
• Add user or group to permission table by click Add Permissions; see Adding a User or User Group to the Permissions Table.
• Remove user or group from permission table, by clicking ; see Deleting Users or User Groups from the Permissions Table.
• View and update membership users by selecting Membership users from the User Type dropdown menu; see Community Folders.
• Have this folder inherit permissions from parent folder by checking the box next to Allow this object to inherit permissions; see Managing Folder Permissions.
• Make content in this folder private by checking the box next to The content in this folder is private and can only be viewed by authorized users and members; see Making Content Private.

  NOTE: If Allow this object to inherit permissions is checked, you cannot check this box. In that case, this folder is inheriting this setting from its parent folder.

Adding a User or User Group to the Permissions Table

To add a user or user group to the Permissions Table:

NOTE: Before adding users or groups, you must break inheritance. See Breaking Inheritance. If a user and a user group to which that user belongs are both given permission to a folder, the user has all permissions to which he/she is assigned as well as permissions assigned to the group. You can only assign Read Only permission to a Membership user or group. See Also: Membership Users and Groups.

1. Access the Permissions Table for the content folder or content.
2. Select CMS users or Membership users from the User Type dropdown menu. Users and user groups of the selected type appear.
3. Click Add Permissions. The Add Permissions screen appears. Only users and groups not assigned to the Permissions Table appear.
4. Select users and groups to add to the Permissions Table.
5. Click Save. The Add Permissions screen appears.
6. Check the standard and advanced permissions for the user or group.

   NOTE: Check Enable All to assign all standard permissions. If you do, you still must assign advanced permissions by hand.

7. Click Save.

Editing User or User Group Permissions

To add or remove permissions for a user or group, edit the user or group in the Permissions Table:

1. Access the Permissions Table for the content folder or content.
2. Select CMS users or Membership users from the User Type dropdown menu. Users and user groups of the selected type appear.
3. Click the user or group for which you want to edit permissions. The Edit Permissions screen appears.
4. To assign any permission, check the box. To remove any permission, uncheck the box.

   NOTE: Remember to toggle between standard and advanced permissions.

5. Click Update.

Deleting Users or User Groups from the Permissions Table

To remove permissions from a user or user group, use the Delete button on the View Permissions window:

1. Access the Permissions Table for the content folder or content.
2. Click Delete (). The Remove Permissions screen appears.
3. Select CMS users or Membership users from the User Type dropdown menu. Users and user groups of the selected type appear.
4. Select the user or group to remove from the Permissions Table.
5. Click Remove Permission for folder. A confirmation message appears.
6. Click OK.

   NOTE: When you delete the permissions of a user or user group, that change is propagated to all subfolders and content. Also, if the user or group was part of an approval chain, they are removed from it.

Setting Permissions for Content

You can assign permissions to a single content item, overriding the permissions inherited from the folder:

Prerequisites: 

• Traverse permission to the folder containing the content, and all folders above it
• Edit permission for the content

1. Access the content by navigating to its folder, selecting a language, and clicking on it.
2. Click View Permissions ().
3. Uncheck the box next to Allow this object to inherit permissions.
4. A confirmation message appears. Press OK.
5. You can perform any action on the content that you can perform on a folder. These options are described in Actions You Can Perform from the Permissions Table.