singledigitalpresence.vic.gov.au

User roles and permissions

How roles and permissions affects your access to site sections and the media library.

There are various roles to manage access levels for different users in the Single Digital Presence content management system (CMS).

  • Site administrator
  • Approver
  • Editor

Users are be restricted to one or more sites or site sections, depending on the content they are responsible for.

Editors and Approvers can only edit content and move content through the workflow based on their site permissions. This includes media items (documents, images, audio and embedded videos).

When a user logs into the SDP CMS, they see a filtered view of the content that they have been assigned to.

Screenshot of CMS showing Site section and assigned documents
Screenshot of CMS showing Site section and assigned images

New users

When a user is set up, they will be allocated a site(s) and/or site section(s). This will give the Editor access to create and edit content pages and media files in that site or site section.

If you find that you cannot access any content (pages or media items, such as images or documents), raise a ticket via the Content service desk and we will fix the tagging.

Content pages

Based on a user's permission, all new pages created will automatically be tagged with the site section you have been assigned to.

You can also edit pages within your site section.

Media library

All documents, images, audio and embedded video must be tagged with a site or site section.

Some older media files may not be tagged with the relevant site section. We may need to tag your site section so you can access it.

CMS user permissions

A guide to what site admins, approvers and editors are able to access in the vic.gov.au content management system.

Content moderation - editorial workflow Site admin Approver Editor
Use Archive transition
Use Archive pending transition
Use Create New Draft transition
Use Needs Review transition
Use Publish transition
Use Published transition
Use Restore to Draft transition
Use Send back to Draft transition
View any unpublished content
View the latest version
Media Site admin Approver Editor
Access the media overview page
Create media
Delete media
Update media
View all media revisions
Node - content Site admin Approver Editor
Create all template types ✔ (except Alerts)
Edit all template types ✔ (except Alerts)
Delete all template types
View revisions in all template types ✔ (except Alerts)
Revert revisions in all template types ✔ (except Alerts)
Delete revisions in all template types
Clone all template types ✔ (except Alerts)
Path (aliases) Site admin Approver Editor
Create, edit and administer URL aliases
Redirect Site admin Approver Editor
Administer global URL redirection settings
Administer individual URL redirections
Role delegation Site admin Approver Editor
Assign Administrator role
Assign Approver role
Assign Editor role
Assign Previewer role
Assign Site Admin role
Assign all roles
Alerts Site admin Approver Editor
Add or view in all template types
Scheduled transitions Site admin Approver Editor
Add, administer or view in all template types
Taxonomy - create or edit terms Site admin Approver Editor
Alert type
Audience
Department
Event Category
Event Requirements
License type
Location
Sites
Tags
Topic
Taxonomy - delete terms Site admin Approver Editor
Alert Type
Audience
Department
Event Category
Event Requirements
Location
Sites
Tags
Topics
Users Site admin Approver Editor
Administer users
Webforms Site admin Approver Editor
Access the webform overview page
Administer webform element access
Administer webform submissions
Administer webforms
Create webforms
Delete any webform
Delete any webform submission
Edit any webform
Edit any webform submission
View any webform submission

Reviewed 14 July 2021

Vic Gov digital guide

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