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.
Click on the access tab in the navigation bar at the top of the SMI. This will bring you to the access screen where you manage users. (Fig. 1.)
Fig. 1. User role 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 higher level, such as user3 and user5, while user3 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. 2.)
Fig. 2. User clipboard.
This brings you to the lookup users dialog (Fig. 3.) where users can be searched, and placed automatically on the clipboard.
Fig. 3. Lookup users dialog.
In the lookup users form, type the name or part of the name of the user you want to find. You must type at least 2 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 (alt–s). (Fig. 4.)
Fig. 4. Searching for a user.
The system will now add all users that match to the clipboard. If no users matching the search string are found the feedback will say so.
The users will appear automatically in the user clipboard area. (Fig. 5.) You can do multiple searches, this way you can add more search results to the previous search results in the user clipboard.
Fig. 5. 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 from the clipboard.
When you have a selection, choose the role you want to assign to the user(s) in the select role list of the user clipboard. (Fig. 6.) Then press the grant role button.
Fig. 6. 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 users: user3, user5 and user7 a manager role. (Fig. 7.)
Fig. 7. Assigned 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 user roles area in the middle column of the user roles table. Roles already assigned higher up in the site will be listed in the role defined above column of the user roles table. (Fig. 1. and Fig. 7.)
You can assign more 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 assign role button next to the 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 tab. (Fig. 8.)
Fig. 8. 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 the top Access screen using the up arrow in the tab or sidebar, until you reach the point where the role is assigned.
Revoke a role by using the checkboxes before username column. (Fig. 8.) After selecting the user(s) 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 user roles area, but you can lookup the user as described above.