User, Role, and Group Creation Methodology

Case Study

The Office of Research Administration has transferred their site from a static server to the Cascade CMS. The office is comprised of several departments, each with unique needs, a variable number of staff, and an overall vision of their site identity and reporting structure. Your liaison has informed you that each department will have a few people assigned to maintain their departments’ section and will need both their access and their workflow to reflect that set-up. The directors, your liaison says, need to provide back-up for each other and may need to see any page in the site, but they want to restrict their staff to specific folders. You’re provided a list of staff members with a spec sheet indicating their responsibilities and reporting:

  • Walter Raleigh, analyst, sponsored projects department, responsible for 14 specific pages and should be allowed to only edit those pages.
  • Joan d’Arc, analyst, sponsored projects department, responsible for all pages and should be allowed to create, edit and delete pages.
  • Joseph Haydn, contracts and grants officer, sponsored projects department and human research protections departments, responsible for all pages in both departments and oversees the work Walter and Joan do for the department. He can also approve, publish and escalate work to the director as part of the workflow.
  • Harriet Tubman, director, sponsored projects, can create, edit and delete pages, and approve the work of others. As a matter of being a back-up to the other directors in the Office of Research, Harriet needs to check on the work of staff in other departments on occasion.

How does this get broken down in Cascade?

User Roles Groups Access
Walter Raleigh Given ‘contributor’ from the Global context ora Using Walt’s user name, he is assigned through each page’s Access tab to only the 14 specific pages.
Joan d’Arc ora_sp_contributor ora Group role is based on ‘contributor’ role and Joan can create, add and delete only pages within the sponsored projects folder.
Joseph Haydn ora_sp_publisher, ora_hrp_publisher ora Joseph can contribute, approve and publish pages in the sp and hrp folders.
Harriet Tubman ora_approver_directors ora Harriet only wants to review and approve certain high-priority or sensitive items, otherwise the work is delegated to the contributors. Once she approves the work, it will drop back into Joseph’s workflow queue.

Create the End-Users

The users created at the beginning of this guide should be restricted to those individuals instrumental in the site’s creation. This step is to add the End-Users who will be responsible for contributing, editing, managing and publishing content.

If not already created, return to the Global context and create the Roles your users will need. Next, create the new users responsible for content:

Create the end-users if they don’t already exist:

  1. Begin by making certain the dropdown menu indicates the panel is within the Global context.
  2. Click on the Administration tab. From the dropdown menu select Users, Groups, & Roles option.
  3. From the left panel, click on New User.
  4. Username = UCInetID
  5. Full Name = User’s full name
  6. Email = User’s UCI email address
  7. Authentication = custom
  8. Password = sitename_ucinetid
  9. Groups = Your default user group
  10. Default Group = Your basic user group (Contributor role)
  11. Roles = Recommended using Contributor. Any other roles should be assigned via group inheritance.
  12. Click Submit.

Once created, the end-users can be directed to the steps provided in the CMS Content Editors Guide.