Assigning roles
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 Doris and Isabel, while Jan has an Editor role assigned in this publication.
2. Searching for users to assign roles
Click the lookup users button located near the top of the screen. This brings you to the user lookup screen where users can be searched, selected, and placed on the clipboard. (Fig. 2.)
Fig. 2. User lookup facilities
In the user search 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 search button (alt-s). The system will now list all users that match, with some extra information like an email address if available. (Fig. 3.) If no users matching the search string are found the feedback will say so.
Fig. 3. Searching for a user
Select the users you want to assign roles to during this session using the checkbox in front of their name. Then click the add to clipboard button. The selected users will appear in the user clipboard area to the right. (Fig. 4.)
Fig.4. A user listed on the clipboard
You can now repeat this action and look up more users if desired, until all the users you want to assign roles to are on the clipboard. If, after repeated assignments, the clipboard gets too full you can select users and remove them with the remove user button.
Now click the use clipboard... button (alt-u) in the user clipboard. You will be returned to the Access screen with the selected users on your clipboard.
You are now ready to assign roles to the users.
3. Assigning roles to users on the clipboard
The clipboard contents will be kept around until you log out. You can therefore use the same clipboard to assign various roles to a number of users in different locations.
Select the user you want to assign a role to on the clipboard. It’s also possible to select multiple users by using the shift or control keys when making the selection.
When you have a selection, choose the role you want to assign to the user(s) in the select role list at the bottom of the user clipboard. (Fig. 5.) Then press the assign button.
Fig. 5. 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’ve given the user ‘torvald’ an author role. (Fig. 6.)
Fig. 6 Assigned users
3. Assigning roles to a user with previously assigned roles
Users who already have roles assigned to them, possibly higher up in the site, will be listed in the user roles area in the middle column of the Access tab. Roles already assigned higher up in the site will be listed in the ‘roles defined above’ column of the user roles table. (Fig. 1.)
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 completed assigning the roles to existing users.
4. 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. 7.)
Fig. 7. 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 in the ‘roles defined here’ column. (Fig. 7.) After selecting the roles you want to revoke, click the revoke role button below the checkboxes 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.