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Managing users and user groups

NOTE: Only members of the Administrators User Group and those defined in the Manage Members for Role: User Admin screen can view, add, or edit users and user groups.

Users are people who administer the website, create content, or publish content. Without users, the website would be blank. In Ektron, you can add, edit, and delete users to and from the application through the Settings folder in the Workarea.

Every Ektron user belongs to a User Group. When you create a user, the user is added to the Everyone group by default. User groups are used when creating permissions and a workflowA core element of Ektron, workflow lets you set up a sequence of approvers who control the publication of content to your website. for content folders. User groups can be departments in your company (Human Resources, Sales, Engineering) or indicate a user’s role (Publishers, Administrators, Editors, and so on).

All user and user group information is accessible from the Workarea.

To access the user folder in Ektron, go to Workarea > Settings > Users. The View Users screen appears. From this screen, you can add, edit, and delete users.

To access the user group folder in Ektron, go to Workarea > Settings > User Groups. The View User Groups screen appears. From this screen, you can add, edit, and delete user groups.

IMPORTANT: This chapter only applies to systems that do not use Active Directory Integration. If your system uses the Active Directory Integration Feature, see Using Active Directory with Ektron to learn about user management functions. If your system uses LDAPLightweight Directory Access Protocol; permits access to distributed information. Authentication, see Using LDAP with Ektron.

Managing users

Viewing a user

Go to Workarea > Settings > Users to display the View Users screen.

Creating a user

Before you can assign a user to a user group, you must add the user to the system.

  1. Go to Workarea > Settings > Users to display the View Users screen.
  2. Click Add User. The Add a New User to the System screen appears.

    NOTE: To learn about the lock and unlock buttons ( ), see Account Locked. The buttons provide a shortcut to that field for users with a check in the box to the left of their name.

  3. Enter the following information about the user. A red asterisk (*) next to a field name indicates that the field is required and cannot be blank.

    —Editable by a non-administrator user. Non-admin users can edit their own profiles only, and only fields indicated.

    • Username. Insert a username for the user you want to create.
    • Path. This field is only available when using LDAP Authentication. See also: Adding user information from an LDAP server to Ektron.
    • First Name. Enter the first name of the user.
    • Last Name. Enter the last name of the user.
    • Display Name. Enter the name that is used to identify a user in the Workarea and on the website. This can be different from the Username, which is the name used to log in.

      NOTE: The Display Name cannot be blank.

    • Password. Enter a password for the user. See also: Ektron's password security policy.
    • Confirm Pwd. Confirm the password by typing it again.
    • User Language. Select the language in which the user will view Ektron screens and messages. The language also determines the default value whenever a drop-down list of languages appears within Ektron.

      The drop-down list is derived from the Language Settings screen, available from the Settings > Configuration folder.

      Do not confuse the system language with the user’s ability to create and edit foreign editions of content. This field does not prevent a user from working with multiple language content.

      See also: Working with multi-language content.

      NOTE: If the selected language is not English, French or German, it is only supported after you download the Ektron Language Support Program from Ektron and translate the website.

    • E-Mail Address. Enter the email address of the user. Notification email is sent to this address unless the Check to prevent workflow and task emails being sent to this user box is checked. Also, this address identifies the user sending Instant email. See also: Sending instant email.

      NOTE: If the Enable Sending of System Notification Email box on the Application Setup screen is checked, and the Check to prevent workflow and task emails being sent to this user box on this screen is not checked, you must supply an email address.

    • Account Locked. Available in edit mode: Check this box to lock or unlock this user. Locked users cannot log in. For information on events that automatically lock a user out, see Restricting login attempts. You can manually lock or unlock users via the lock buttons () on the View Users in Groups screen.
    • Content and Forum Editor. the default editor appears, and you cannot change it, unless your Ektron administrator set the siteroot/web.config file's ek_EditControlWin (for Windows computers) or ek_EditControlMac (for Macintosh computers) property to UserPreferred, in which case you may choose an editor.
    • Avatar. An image or icon to represent you in the Forum.

      Insert a Web path to the image. For example: http://www.example.com/smileyface.gif. Alternatively, you can click Upload to browse to a file on your network.

    • Address. Enter the address used to find this user’s location when a search based on location is being performed. You can enter either a full address or a postal code.
    • Latitude, Longitude. The Google GeoCoder strategy uses the information from the Address field to determine the user's latitude and longitude. These values are used to identify a user’s location when someone performs a search based on location.
    • Check to prevent workflow and task emails being sent to this user. Check this box to disable workflow and task email notifications for this user. If you do, the user does not receive the notifications described in . However, this field has no effect on the user’s ability to receive instant email.

      NOTE: The field appears only if the Enable Sending of System Notification Email box on the Application Setup screen is checked.

    • Features. Lets the profile owner edit events on a Web calendar. When this is checked, it cannot be unchecked. See also: Working with calendars
    • Private Profile. Choose from one of the following options to determine which other users can see the owner's community activities:
      • Public. The user information is accessible by others on the eIntranet.
      • Private. The user information is not accessible by others on the eIntranet.
      • Colleagues. The user information is accessible only by people on the eIntranet that are connected as colleagues.

        NOTE: Using the ActivityStream Widget on a PageBuilder Pageexplains how this setting affects other users' ability to see your activities.

    • Time Zone. Used by the Web Calendar feature, appointment times will show in the selected time zone.
    • Phone. Must consist of a 10 digits (String) in this pattern: nnn-nnn-nnnn.
    • Moderate. Check to make this user a moderator of a message board to approve and delete posts. Regular users in a group message board can create and delete only their own posts.
  4. Click Save. The View Users in Group Everyone screen appears with the new user included in the table. When you add a new user, he is automatically placed in the Everyone user group. To assign users to other groups, see Assigning a user to a user group.
  5. Continue this process until you add all website users, or reach the maximum allowed by your license.

    NOTE: Contact Ektron Sales for pricing of adding more users to your license.

Editing a user

NOTE: If you are using Active Directory to edit a user, see Adding and maintaining user information.

  1. Go to Workarea > Settings > Users to display the View Users screen.
  2. Click the Username of the user you want to edit. The View User Information screen appears.
  3. Click Edit. The Edit User screen appears. The following lists describe the field descriptions.

    —Editable by a non-administrator user. Non-admin users can edit their own profiles only, and only fields indicated.

    • Username. Insert a username for the user you want to create.
    • Path. This field is only available when using LDAP Authentication. See also: Adding user information from an LDAP server to Ektron.
    • First Name. Enter the first name of the user.
    • Last Name. Enter the last name of the user.
    • Display Name. Enter the name that is used to identify a user in the Workarea and on the website. This can be different from the Username, which is the name used to log in.

      NOTE: The Display Name cannot be blank.

    • Password. Enter a password for the user. See also: Ektron's password security policy.
    • Confirm Pwd. Confirm the password by typing it again.
    • User Language. Select the language in which the user will view Ektron screens and messages. The language also determines the default value whenever a drop-down list of languages appears within Ektron.

      The drop-down list is derived from the Language Settings screen, available from the Settings > Configuration folder.

      Do not confuse the system language with the user’s ability to create and edit foreign editions of content. This field does not prevent a user from working with multiple language content.

      See also: Working with multi-language content

      NOTE: If the selected language is not English, French or German, it is only supported after you download the Ektron Language Support Program from Ektron and translate the website.

    • E-Mail Address. Enter the email address of the user. Notification email is sent to this address unless the Check to prevent workflow and task emails being sent to this user box is checked. Also, this address identifies the user sending Instant email. See also: Sending instant email.

      NOTE: If the Enable Sending of System Notification Email box on the Application Setup screen is checked, and the Check to prevent workflow and task emails being sent to this user box on this screen is not checked, you must supply an email address.

    • Account Locked. Available in edit mode: Check this box to lock or unlock this user. Locked users cannot log in. For information on events that automatically lock a user out, see Restricting login attempts. You can manually lock or unlock users via the lock buttons () on the View Users in Groups screen.
    • Content and Forum Editor. The default editor appears, and you cannot change it, unless your Ektron administrator set the siteroot/web.config file's ek_EditControlWin (for Windows computers) or ek_EditControlMac (for Macintosh computers) property to UserPreferred, in which case you may choose an editor.
    • Avatar. An image or icon to represent you in the Forum.

      Insert a Web path to the image. For example: http://www.example.com/smileyface.gif. Alternatively, you can click Upload to browse to a file on your network.

      By default, an avatar's maximum size is 200 kilobytes, and its height and width are reduced 125 pixels, preserving the aspect ratio.

    • Check to prevent workflow and task emails being sent to this user. Check this box to disable workflow and task email notifications for this user. If you do, the user does not receive the notifications described in Automatic email Notification. However, this field has no effect on the user’s ability to receive instant email.

      NOTE: The field appears only if the Enable Sending of System Notification Email box on the Application Setup screen is checked.

    • Address. Enter the address used to find this user’s location when a search based on location is being performed. You can enter either a full address or a postal code.
    • Latitude, Longitude. The Google GeoCoder strategy uses the information from the Address field to determine the user's latitude and longitude. These values are used to identify a user’s location when someone performs a search based on location.
    • Forum Signature. Enter what you want to appear at the bottom of each forum post. You do not see the signature in the editor but it is added after you click Post.
    • Tags. Click Add Tag and enter 1 or more tags that describe the profile owner. Tag keywords allow for tag-based searching. For example, you can add the tag electronics so that people can search for the profile owner who may be an electronics expert. See also: Tagging content, library items, users, and groups with keywords.
    • Full Screen. When a check mark appears in this check box, the Workarea opens up to the size of the full screen. In addition, the Width and Height options are hidden. See Workarea tabs.
    • Landing Page after login. See Modifying setup information.
    • Set smart desktop as the start location in the Workarea. If you want the Smart Desktop to appear as soon as this user enters the Workarea, click this check box. See also: Managing content from the Smart Desktop. If you leave this check box blank, when this user enters the Workarea, he goes to the folder of the content specified at the Landing Page after login field.
    • Restore Default Preferences. Restore the default Workarea settings specified by the Administrator.
    • Features. Lets the profile owner edit events on a Web calendar. When this is checked, it cannot be unchecked. See also: Working with calendars
    • Private Profile. Determines which other users can see the owner's community activities. For example, Using the ActivityStream Widget on a PageBuilder Pageexplains how this setting affects other users' ability to see your activities.
    • Time Zone. Used by the Web Calendar feature, appointment times will show in the selected time zone.
    • Phone. Must consist of a 10 digits (String) in this pattern: nnn-nnn-nnnn.
    • Moderate. Check to make this user a moderator of a message board to approve and delete posts. Regular users in a group message board can create and delete only their own posts.

    NOTE: If you disable Notifications, the Activities tab (which lets the user pick Notifications to receive and send) disappears.

    • Colleagues. Select notifications you want to receive when a colleague performs an activity, and the agent that transmits the notification. For example, if you want to receive email notifications when a colleague posts a blog message, check inside the box for Blog Post in the email column. See also: Sending notifications to a community
    • Community Groups. This tab sets preferences for all community groups. Select notifications you want to receive when a community group member performs an activity relating to the group, and the agent that transmits the notification. For example, you want to receive email notifications when a community group member posts to group’s blog. To enable this, check inside the Group Blog Post box in the email column. See also: Sending notifications to a community


      For Developers: Ektron has created a UserGroupPreferences user control. If you add the control to a community group’s profile page, users can specify notification preferences for individual groups. This control is installed with Ektron and is located in siteroot\Workarea\Notifications\Controls.

    • My Activities. Select notifications you want publish when performing various activities on the website. For example, if you want to publish notifications when you post to your blog, check the box for Blog Post in the Publish column. See also: Sending notifications to a community.
    • SMS. A checked box indicates that the type of content will be sent to your cell phone Short Message Service (SMS).
    • Activity Stream. A checked box indicates that the type of content will be displayed in the Activity Stream widget on the eIntranet pages.
    • Email. A checked box indicates that the type of content will be sent to your Email address, which is specified in the General tab of your profile.

    This field displays the user's alias if community aliasing is set for users. See also: Types of URL aliasing.

  4. Make necessary changes to user information.
  5. Click Update.

Deleting a user

NOTE: If you are using Active Directory to delete a user, see Maintaining AD user information.

IMPORTANT: You cannot delete a user who is applied to any workflow. If you need to immediately disable a user, edit the user and check the Account Locked box. See also: Approving content for publication.

NOTE: Only certain users are allowed to delete Ektron users. See Auditing changes.

To delete a user from Ektron:

  1. Go to Workarea > Settings > Users to display the View Users screen.
  2. Click the Username of the user you want to delete. The View User Information screen appears.
  3. Click Delete ().
  4. Click OK.

WARNING! When a user is deleted, that action is permanent. The process cannot be undone.

Assigning a user to a user group

NOTE: If you are using Active Directory to assign a user to a user group, see Importing a user’s AD group information to Ektron.

When you create a user group, no user is initially assigned to it. To add a user to a user group:

  1. Go to Workarea > Settings > User Groups to display the View User Groups screen.
  2. Click the user group to which you want to add a user. The View Users in Group screen appears.
  3. Click Add User. Users who do not (yet) belong to the group appear.
  4. Select 1 or more users to add to the group using 1 or more of the following methods:
    • To select specific users, check the box to the left of their name.
    • To select all users, check the box in the column header row.
    • Enter characters into the Search field and find only users that match them. For example, you could enter bill, click the Search button, and see only users with those characters in their name.
    • Use the drop-down menu to sort the display by User Name, Last Name or First Name.

  5. Click Save.
  6. Click OK. The selected users are now members of the selected group.
  7. Continue this process until you add all users into User Groups.

Removing a user from a user group

NOTE: If you are using Active Directory to remove a user from a group, see Maintaining AD user group information.

Removing a user from a user group does not delete the user from Ektron. Also, you cannot remove users from the Everyone group.

  1. Go to Workarea > Settings > User Groups to display the View User Groups screen.
  2. Click the name of the group that includes the user you want to remove. Members of the group appear.
  3. Click Remove to the far right of the user that you want to remove.
  4. Click OK.

Managing user groups

NOTE: If you are using Active Directory to manage user groups, see Setting up Active Directory integration mode.

Every Ektron user belongs to at least one User Group. User groups are used when creating permissions and workflow for content folders.

Viewing the users in a user group

  1. Go to Workarea > Settings > User Groups to display the View User Groups screen.
  2. Click the user group whose members you want to view. The View Users in Group screen appears with a list of users who are members of the group. From this screen, you can edit or delete user groups, as well as add and remove users to and from the user group.

Creating a user group

NOTE: If you are using Active Directory to create a new user group, see Importing AD user group information .

  1. Go to Workarea > Settings > User Groups to display the View User Groups screen.
  2. Click Add User Group. The Add a New User Group to the System screen appears.
  3. Enter a name and brief description of the user group you want to create.
  4. Click Save.

Editing a user group

When editing a User Group, you can only change its name.

NOTE: You cannot edit the default Administrators and Everyone user groups.

  1. Go to Workarea > Settings > User Groups to display the View User Groups screen.
  2. Click the User Group you want to edit. The View Users In Group screen appears.
  3. Click Edit (). The Edit User Group screen appears.
  4. Edit the group name as required.
  5. Click Update.

Deleting a user group

NOTE: If you are using Active Directory to delete a user group, see Maintaining AD user group information.

When you do not need a User Group anymore, you can delete it from the system.

NOTE: You cannot delete the Administrator and Everyone groups.

IMPORTANT: You cannot delete a user group that is applied to any workflow. See also: Approving content for publication

  1. Go to Workarea > Settings > User Groups to display the View User Groups screen.
  2. Click the User Group you want to delete. The View Users In Group screen appears.
  3. Click Delete ().
  4. Click OK. The User Group is deleted from the Ektron website.

Assigning a user to a user group

NOTE: If you are using Active Directory to assign a user to a user group, see Importing a user’s AD group information to Ektron.

When you create a user group, no user is initially assigned to it. To add a user to a user group:

  1. Go to Workarea > Settings > User Groups to display the View User Groups screen.
  2. Click the user group to which you want to add a user. The View Users in Group screen appears.
  3. Click Add User. Users who do not (yet) belong to the group appear.
  4. Select 1 or more users to add to the group using 1 or more of the following methods:
    • To select specific users, check the box to the left of their name.
    • To select all users, check the box in the column header row.
    • Enter characters into the Search field and find only users that match them. For example, you could enter bill, click the Search button, and see only users with those characters in their name.
    • Use the drop-down menu to sort the display by User Name, Last Name or First Name.

  5. Click Save.
  6. Click OK. The selected users are now members of the selected group.
  7. Continue this process until you add all users into User Groups.

Removing a user from a user group

NOTE: If you are using Active Directory to remove a user from a group, see Maintaining AD user group information.

Removing a user from a user group does not delete the user from Ektron. Also, you cannot remove users from the Everyone group.

  1. Go to Workarea > Settings > User Groups to display the View User Groups screen.
  2. Click the name of the group that includes the user you want to remove. Members of the group appear.
  3. Click Remove to the far right of the user that you want to remove.
  4. Click OK.

Creating custom user properties

Prerequisite

Only Administrators Group members can work with Custom User Properties.

Custom User Properties let you create custom fields that collect user information beyond the standard Ektron properties. Examples include employee ID, phone number, start date, position, department, and IP address. Once created, custom properties appear on the User Properties and Membership User Properties screens on the Custom tab, and on the Membership server controlA server control uses API language to interact with the CMS and Framework UI to display the output. A server control can be dragged and dropped onto a Web form and then modified..

IMPORTANT: Custom properties are required fields, which means that a user must complete them in order to create a new or edit an existing user.

Viewing custom properties

Use the View Custom Properties screen (Settings > Configuration > Custom Properties) to create custom properties for users and membership users. From the View Custom Properties screen, you can:

Adding a custom user property

  1. Go to Workarea > Settings > Configuration > Custom Properties.
  2. From the Object Type pulldown, select User.
  3. Choose the standard language used in your Workarea.
  4. Click Add. The Add User Custom Property screen appears.

    • Label. Title of the property you are adding. For example, Employee ID.

      NOTE: Title and Label are the same field. On some screens the word Title is used, on others the word Label is used.

    • Type. The property’s data type. When a type is selected and saved, you cannot change it. You must delete the custom property and re-enter it.
      • String. Accepts all alpha, numeric, and symbol characters. Text Box, Text Area, and Hidden input types are available. All validations are available. See also: ”Validation” on page 15-23
      • Boolean. Accepts a true or false response. Check Box and None input types are available.
      • Numeric. Accepts numbers only. The following input types are available.
        • Text Box
        • No Validation
        • Cannot be blank
        • Numeric Only
        • U.S. Zip Code
        • Dollar Amount
      • Date. Only a date can be entered. The following input types are available.
        • Text Box
        • No Validation
        • Cannot be blank
        • Date Only
      • SelectList. Select a response from a list of choices.

        Use a SelectList field to present the user completing the User Information or Membership User Properties screen with a list of choices.

        When you create a custom user property and specify its type to be Select List, the screen changes, allowing you to add, change, or remove list entries.

        Completing a SelectList field entry

        To add an item to the list, enter its text in the Text field, then click Add . Added items then appear in the larger box on the left. You can then:

        • remove any item from the list by clicking it. It appears in the Text field. Click Remove.
        • change the text of any list item by clicking it. It appears in the Text field. Make changes then click Change.
        • change the sequence of list items by selecting an item then clicking the up or down arrow to move the item

        Using the first list item to prompt a response

        You can use the first list item to prompt the user to make a selection instead of being a valid response. For example, the first list item may say Select from a list of choices. To do this, check the First item is not a valid selection for example, “[Select]” check box.

        If this option is selected, the field has an asterisk (*) next to it (indicating it is required) on the User Information and Membership User Properties screens. The user completing the screen must choose any selection other than the first item. If he tries to file the screen without choosing a different item, the following error message appears: Please fill in all required fields (*)

      • Multi SelectList. Select any number of responses from a list of choices.

        Use a MultiSelectList field to present the user completing the User Information or Membership User Properties screen with a list of choices. The user can choose as many responses as appropriate.

        Selected items are indicated by a blue background.

        When you create a custom user property and specify its type to be MultiSelect List, the screen changes.

        For information about completing the screen, see Completing a SelectList field entry.

      • Category. A system-defined type that appears when the first subscription is created. One entry covers all subscriptions. See also: Creating a subscription.
    • Input Type. Choose how a user is able to enter a response to the property.
      • Text Box. Creates a standard text box. Use this with a String, Numeric, or Date. For example:

      • Text Area. Creates a multi-lined area for entering text (String). Typically used when more than one line of text needs to be added. For example:

      • Hidden. Hides the input field (String). This can be used by an administrator to add additional values at postback time. This requires a developer to add client-side JavaScript. If you change a String field’s Input Type from Text Box or Text Area to Hidden, then sign in as a member of the Administrators group, the field and its value still appear on the user’s profile.
      • Check Box. Creates a boolean checkbox. Used when the field requires a boolean (true / false) response. For example:
    • Validation. Ensures the right type of data is entered in a text box or text area.
      • No Validation. The entry is not checked. Use with String, Numeric, and Date.
      • Cannot be blank. A response must be entered. Use with String, Numeric, and Date.
      • Numeric Only. The response must be a number. Use with String and Numeric.
      • Text Only. The response must be (String) characters (any combination of alpha, numeric, and symbol).
      • Date Only. The response must be entered in the following format: mm/dd/yyyy. Use with String and Date.
      • Email Only. The response must be entered as an Email address (String). For example, [email protected].
      • Credit Card Only. The response must be entered as a credit card number (String). For example, nnnn nnnn nnnn nnnn
      • Social Security Only. The response must consist of 9 digits in this pattern: nnn-nn-nnnn. (String)
      • U.S. State Code. A 2-letter state code (String). For example: NH = New Hampshire.
      • U.S. Zip Code. The response must consist of 5 (nnnnn Numeric) or 9 digits (String)separated by a dash after the fifth (nnnnn-nnnn).

        NOTE: If you use the Numeric Type, you cannot have a dash or space when using a 9 digit Zip Code

      • Valid US Phone Number. The response must consist of a 10 digits (String) in this pattern: nnn-nnn-nnnn.
      • Canadian Postal Code. The response must consist of 6 (xnx nxn) alpha or numeric characters (String) with a space after the first 3 characters.
      • Time HH:MM or HH:MM:SS or HH:MM:SS.mm. Time is entered in one of the following 3 formats. (String)
        • HH:MM. Hours and Minutes 09:30
        • HH:MM:SS. Hours, Minutes and Seconds 09:30:45
        • HH:MM:SS.mm. Hours, Minutes, Seconds and milliseconds 09:30:45.002
      • IP Address. The response must be in the form of an IP address. (String)
      • Dollar Amount. This validation works differently depending on the Type used. If used with the String Type, you can have a dollar sign ($) along with the money amount in the text field. When used with the Numeric Type, you are not allowed to have a dollar sign ($) in the text field. The following are examples of each type with validation:
        • String. $3.00
        • Numeric. 3.00
        • String
        • Numeric
      • Canadian Social Insurance Number. The response must consist of 9 digits in this pattern (nnn nnn nnn). (String)
    • Min Value. If desired, enter the minimum value you want to allow. The Min Value only appears when the following Validation methods are used: Numeric Only, Date Only and U.S. Zip Code. The following is an example of a Date Only Min Value: 01/01/1900.
    • Max Value. If desired, enter the maximum value you want to allow. The Max Value only appears when the following Validation methods are used: Numeric Only, Date Only and U.S. Zip Code. The following is an example of a Date Only Max Value: 01/01/1987.
    • Message. A message that appears when information entered in a user property violates the validation criteria. For example, if the validation is U.S. Zip Code, you might use the following message: Please enter a valid zip code

    Features field

    This field is automatically included on the User or Member profile Custom Tab to let the profile owner edit events on a Web calendar. When this is checked, it cannot be unchecked. For more information about Web Calendar, see Adding system calendar events.

    Private profile field

    This field is automatically included on the User or Member profile Custom tab. It lets the profile owner determine which other users can see the owner's community activities. For example, Using the ActivityStream widget on a PageBuilder page explains how this setting affects other users' ability to see your activities.

    The Private Profile field value also determines if a user's profile is visible on a forum. See also: Managing a discussion board on your website.

    When a Micro-message server control is placed on a page in TimeLine mode, micro-messages only appear for users whose Private Profile setting is set to Public.

    Time zone field

    The Time Zone property field is a special field used by the Web Calendar feature.

    Select the time zone of the User or Member here. When they are logged in, appointment times will show in this time zone. For more information, See also: Adding system calendar events.

  5. Click Save. The new property appears on the View Custom User Properties screen.

Editing custom user properties

Click a custom user property’s title to display the Edit Custom Property Screen. From here, you can edit and delete a custom property or create a version in a non-default language.

When you save changes to a custom user property, the changes affect all users and membership users. These changes also affect any other language versions of the custom user properties that exist.

  1. Go to Workarea > Settings > Configuration > Custom Properties to display the View User Custom Properties screen.
  2. From the Object Type pulldown, select User.
  3. Click the Title of the Custom User Property you want to edit.
  4. Choose the field you want to change. You can edit the following fields:
    • Label
    • Input Type
    • Validation
    • Min Value
    • Max Value
    • Message
  5. Click Save.
  6. When you click a user or membership user, you see your changes. For descriptions of these fields, see Creating custom user properties.

NOTE: You cannot edit the Type field. If you need to change the type, you must delete the custom user property and create a new one.

Deleting a custom user property

WARNING! If you delete a custom user property, it is removed from all users and membership users. Information that was collected for that property is lost. Also, all language versions of the property are deleted.

  1. Go to Workarea > Settings > Configuration > Custom Properties to display the View User Custom Properties screen.
  2. From the Object Type pulldown, select User.
  3. Click the Title of the custom user property you want to delete.
  4. Click Delete ().
  5. A dialog asks you to confirm.
  6. Click OK.

Setting the order of custom user properties

Use this procedure to change the sequence of user properties on the User and Membership User Custom Properties screens.

  1. Go to Workarea > Settings > Configuration > Custom Properties.
  2. From the Object Type pulldown, select User.
  3. Click Reorder ().

  4. Click a property.
  5. Click the Up or Down arrows to move the property up or down the list.
  6. Click Save.

Creating a non-English custom user property

Like content, custom user properties have a language attribute. This is useful if you have users or membership users that only use a specific language. It can also be used if you want a custom user property to appear in the language in which the user is signed in.

Unless a language other than English is defined for a custom user property, the property defaults to the English version. For example, if you have 2 properties called Birthday and Phone Number in English and you can translate the French version of Birthday to Anniversaire, when you view the properties in French, you see the English version of Phone Number and the French version of Birthday.

When creating a custom user property, it must be created in English then translated to the desired language. This is done by editing the property, changing languages, filling out the Translate Custom Property Label screen, and saving the property.

WARNING! All custom user properties in languages other than English are tied to the English version of the property. If you delete the English version of the property, all other language versions are deleted also. However, you can remove a non-English language version of a custom property without deleting the English version. See Removing a non-English custom user property title.

To translate the Title/Label of a property into French.

  1. Go to Workarea > Settings > Configuration > Custom Properties to display the View User Custom Properties screen.
  2. From the Object Type pulldown, select User.
  3. Choose a custom property to be defined in another language.
  4. Choose a language from the language select drop-down box. The Translate Custom Property Label screen appears.

  5. Enter a Label for the property in the language you have chosen. For example, if you are creating a French version of a Birthday custom user property, enter Anniversaire in the label text field. For information on the Label property, see Adding a custom user property.
  6. Click Save.

Removing a non-English custom user property title

Removing a non-English version of a custom user property title does not remove the English version of the property.

  1. Go to Workarea > Settings > Configuration > Custom Properties.
  2. From the Object Type pulldown, select User.
  3. From the Language drop-down box, choose the language of the custom user property.

  4. Click the Title you want to delete. The Translate User Custom Property Label screen appears.

  5. Click Delete (). A dialog box asks if you want to remove the translated custom property title.
  6. Click OK. The English version of the Edit Custom Property screen appears.
  7. Click Back ().

WARNING! Do not click the delete button on the Edit Custom Property screen. This action deletes the English version of the custom user property. If you click the delete button, you lose all information collected by the property and all language versions of the property.

Defining roles

Ektron contains an Administrators User Group. Any member of that group automatically has full administrator privileges. The Roles feature lets you assign limited or specific administrator privileges to users who do not require full administrator privileges. For example, you can let certain users create, redirect, or remove tasks but deny them other privileges normally granted to administrators.

The Permissions screen lets you control which users can manage a folder’s properties, its content, library items, and create or edit collectionA list of Ektron content links for display on a Web page.s. (See also: Managing folder and content permissions) Together, the Roles feature and the Permissions screen enable you to assign administrative privileges to users who are not members of the Administrators group.

Best Practice 

When creating new user groups to use with roles, assign names as a mnemonic aid for the role, especially for folder-specific rules. For example, the Marketing Folder Admins user group could be used for all role members who administer the marketing folder.

Administrator role privileges

Administrator privileges include access to the screens that appear when you select Settings > Configuration.

Administrators can also

Using the roles screens

Use the Roles screens to assign limited administrator privileges. To access the Roles screens, go to Workarea > Settings > Roles > Built-In > Folder Specific or System-Wide.

NOTE: In the Roles screens, you can select users or groups. However, you cannot select the Administrators group, because that group already has full permissions.

To view all roles assigned to any user, go to Workarea > Settings > Users. Then, select a user and click the Roles tab.

Folder-specific roles

When setting up users and groups for administrative access over folders, keep these guidelines in mind.

  • After being identified on the Manage Members for Role: Folder User Admin screen, users or groups must also be given at least Read-Only permission for individual folders on the Folder Properties > View Permissions for the Folder screen. See also: Managing folder and content permissions.
  • You must use the same identity on the Manage Members for Role: Folder User Admin and Folder properties screens. If a user group is listed for the role, use the same group when assigning folder permissions, not simply a group member. Conversely, if individual users are listed on the role screen, they must be specified in the folder permission.
  • Ektron strongly recommends adding only user groups to the Folder User Admin role, not individual users. If you set up an individual user as a role member, he could accidentally receive administrative rights to other folders.

Folder-User admin

View and edit folder properties. These users can update properties, permissions, the workflow, metadata, Web alerts, purge history, and so on. For example, create a user group and give it permission to manage the top-level marketing folder. Group members can do everything to that folder and its subfolders, but cannot manage other folders. See also: Creating a custom permissions role and Setting folder properties.

Move or copy

Move or copy content. An Ektron best practice is to create a User Group for this purpose, then assign the group to this role. You should not assign the role to individual users. After assigning the User Group here, go to the folders whose content these users will be allowed to move or copy, and assign to that User Group at least Read Only and Traverse permissions. See also: Managing folder and content permissions and Moving or copying content.

System-wide roles

Alias-Admin

Perform all URL Aliasing functions. See Creating user-friendly URLs with aliasing.

Alias-Author

Perform all functions related to URL Aliasing except viewing and editing the URL Aliasing Setting screen and Editing aliasing rules.

Analytics Viewer

Can view:

  • Web Traffic Analytics reports
  • Analytics button on the View Content Screen
  • Analytics from the website's Access point menu ()
  • Analytics from a PageBuilder page

See Viewing analytics data.

Business Rule Editor

Create or edit business rules and rule sets. See Creating business rules for your website.

Collection and Menu Admin

Create, edit and delete collectionA list of Ektron content links for display on a Web page.s and menus via the Content tab.

NOTE: To manage permissions for creating collections via the folder’s New > Collection or New> Menu option, use folder permissions. See also: Managing folder and content permissions

See Working with collections and Creating menus for your website.

Collection Admin

Create, edit and delete collectionA list of Ektron content links for display on a Web page.s via the Content tab.

NOTE: To manage permissions for creating collections via the folder’s New > Collection option, use folder permissions. See also: Managing folder and content permissions

See Working with collections.

Collection Approver

If approval is required for a collectionA list of Ektron content links for display on a Web page., approve changes to it, including the deletion of a collection. See Setting up collection approval .

Commerce Admin

Use the eCommerceAs of Ektron version 9.10, Ektron has discontinued new development on its eCommerce module. If you have a license to eCommerce, you will continue to receive support, but if you need to upgrade, contact your account manager for options. feature from the Workarea. See Conducting eCommerce.

Community Admin

Perform the following community activities:

  • Set system default preferences
  • View and create new
    • Activity Types
    • Agents
    • Messages
  • Enable or disable notifications

See Sending notifications to a community.

Community Group Admin

Create, edit and delete and manage all community groups. These users have the same privileges as the group Administrator and members of the Administrators group. See Managing community groups.

Community Group Create

Create and manage community groups. A user with this role can only manage community groups she or he has created. See Managing community groups.

Content Workflow Admin

  • Gets a Force Publish button on the Edit and View Content screens. This button only appears if the content is being edited or is in Submitted status. (User must also be assigned the folder user admin role.)
  • Gets a Cancel Workflow button on the Edit and View Content screens. This button only appears if the content is being edited or is in Submitted status. (User must also be assigned the folder user admin role.)

DXH Connection Admin

Create and manage DXH connections via the Workarea > Settings > Digital Experience Hub > Connect to DXH screen.

DXH Connection User

Import and update DXH content into Ektron folders.

MasterLayout-Create

Create and edit PageBuilder Master Layouts. See Creating a PageBuilder master layout.

Menu Admin

Create, edit and delete menus.

See alsoCreating menus for your website

Member Admin

Manage membership users and membership user groups. Member admin role members cannot work with Ektron users. Users assigned to this role can create, edit, and delete membership users and groups through the following screen.

See also: Membership users and groups; Membership groups

Message Board Admin

Approve pending comments or delete existing comments on a message board. See Who can moderate message board

Metadata-Admin

View, create and edit metadata definitions. See Working with Metadata.

Multivariate Tester

Perform multivariate testing. Setting up a multivariate experiment.

Search-Admin

Create and edit Synonym Sets, Suggested Results, Integrated Search Mappings, and the Search Status screen. See Providing suggested results, Using synonym sets, Including external files in a search.

Smart Forms Admin

Create and edit Smart FormAn Ektron-defined Web page that contains XML (hidden from the end user) to display content, and receive, verify, and save user input.s. See Working with Smart Forms.

Synchronization Admin

Access the Workarea > Settings > Configuration > Synchronization screen, which lets the user perform all synchronization activities, such as:

  • manage sync configurations and profiles
  • run a sync
  • perform content and folder-level sync
  • sync packages

See Synchronizing servers using eSync.

Synchronization User

  • Sync content and folders
  • View Sync logs
  • Run a sync
  • Sync content and folders

See Synchronizing Servers Using eSync.

Task Create

Create tasks. See Creating a task assigned to content .

Task Delete

Delete tasks. See Deleting a task.

Task Redirect

Redirect tasks. See Assigning and managing tasks.

Taxonomy Administrator

Create and manage taxonomies. See Organizing content with taxonomies .

Template Configuration

View, create, update, and delete system templates. See Working with templates.

Translation State Admin

Change the translation status of content. See Marking translation statuses.

User-Admin

Create, view, edit, and delete users and user groups. See Managing users and user groups.

XLIFF-Admin

Use the Language Xport feature, which copies content into XLIFF files that can be submitted to a translation agency. Can change the translation status of content. See Exporting content to XLIFF and Marking translation statuses.

Widget Synchronizer

Update widgets and edit their title, label, and parameters.

Creating a custom permissions role

The custom permissions role lets your Web developer create a site page, and then extend or restrict access to that page’s content (or areas with a page) to users assigned to a custom role.

Items you could show and hide could be as simple as a content block. But they could be more complicated, such as displaying buttons and fields for one user group, and something completely different for another.

Custom roles have no effect inside the Workarea.

Examples of custom roles

Setting up a custom role

  1. Set up user groups and add to them users who will have some level of access to the custom page. See also: Creating a user group
  2. To continue the above example, create one group of auditors (who will have read-only access), and another group of administrators (who will have edit access).
  3. Create a folder to hold the content that will appear on the custom page. Use the folder’s Permissions screen to assign users and groups appropriate access to the folder’s content. See also: Managing folder and content permissions
  4. Go to Workarea > Settings > Roles > Custom Permissions.
  5. Click Add Custom Roles. The Manage Custom Roles screen appears.
  6. Enter a name for the custom role.
  7. Click Save. The Manage Custom Roles screen appears, displaying the new custom role.
  8. Click the name of the role you created. The Manage Members for Role screen appears.
  9. From the Show drop-down menu, select the type of users you want to add to the role.
  10. Click AddRole Member.
  11. Check the box next to the users or groups that you want to add to the role.
  12. Click Save. The Manage Members for Role screen appears.
  13. Your Web developer creates the custom page.
  14. You create content to appear on the custom page. Place the content in the folder you created in Step 2.

Information about custom roles for developers

The API provides 2 methods that determine if the current user is logged in, and if he is a member of the Administrators group. The methods let you test customizable roles with conditions outside the standard Is-Logged-In /Is-Admin tests.

  • GetRolePermissionSystem(RoleName As String, nUserId As Long) is a Boolean value indicating if the user belongs to the system-wide custom role.
  • GetRolePermissionFolder(RoleName As String, nFolderId As Long, nUserId As Long)is a Boolean value indicating if the user belongs to the custom role for the given folder.

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