singledigitalpresence.vic.gov.au

Set up SDP CMS users

How to set up users and assign access levels within the Single Digital Presence content management system.

Roles

We use the following Drupal roles to manage access levels for different users in the Content Management System (CMS).

Administrator

  • has full access to do anything on the site
  • usually responsible for site maintenance and technical improvements

Site admin

  • sets up users
  • assigns roles
  • reset passwords
  • approve, archive, review or restore content
  • create new content drafts for approval or request archiving
  • add/delete media - including documents, images, videos and audio
  • create/delete topic tags
  • create vanity URLs
  • create redirects
  • update branch landing page

Approver

  • preview the website within draft mode, without needing to login

Editor

  • create new content drafts for approval or request archiving
  • add/delete media - including documents, images, videos and audio
  • create short URLs
  • update branch landing page

How to manage users

Add a new user

If have Site Admin or Administrator access, you’ll be able to add new users or update permissions for existing users.

1. Select the People tab on the Drupal administration ribbon

2. Click + Add user

3. Here you will be able to add information about the new user, including:

  • First name
  • Last name
  • Department
  • Email address (this must be included as it will be used for a password reset)
  • Roles
    • Approver
    • Site Admin
    • Editor
    • Previewer

The most common permission is Editor.

  • Username (use the format firstname.surname, for example pamela.smith)
  • Password: Minimum 8 characters:
    • 1 uppercase character
    • 1 numeric character
    • 1 special character (for example * or @)
  • Status: Active
  • Notify user of new account: Uncheck this field as the content team will send a personalised email to each new editor.
  • Site restriction: here you will need to assign the site sections on vic.gov.au or the sites that the Editor will need to access. If access isn't assigned correctly, they Editor won't be able to edit a page.

Update an existing user

1. Select the People tab on the Drupal administration ribbon.

2. Find the user within the listing and select Edit.

3. Here you will be able to update details (like Email, Password, Permissions, etc.) for your user.

Reviewed 12 May 2021

Vic Gov digital guide

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