Users

First draft

 

User level: Site Owner; Site Administrator

 

The first time Site Settings is opened on a site, the Users tab will be pre-selected, to allow the Site Owner to add other users to the site. User settings can be edited and users added or removed from a site at any time.

Users tab in Site Settings

User roles

Expand All

Five user roles exist in Mosaic. For a user to be able to manage content in any way, they must be assigned one of these 5 roles. Only the Website Owner role is limited to 1 user per website; there is no limit to the number of users who can be
assigned the other 4 roles. The table below provides an overview of the main differences between the roles.

  Website Owner Website Administrator Website Editor Website Author Website Contributor
Permissions level High High Medium Low Low
Can access Site Settings?
Can create content from scratch?
Can create a template?
Can create content from a template?
Can edit content created by other users? ✔ in Draft/Needs review state

 

The ability to save content in the three Workflow states (Draft; Needs review; Published) depends on user role. The table below illustrates the Workflow states that users can the user roles can save content in.

  Website Owner Website Administrator Website Editor Website Author Website Contributor
Move own content to Needs review
Move any content to Needs review
Move own content to Published
Move any content to Published

Permissions level: High; Can access Site Settings?: Yes; Create content from scratch?: Yes; Create templates?: Yes; Create content from a template?: Yes; Edit content created by other users?: Yes

Only one user on a website can be assigned the Website Owner role. This is the inidividual who initially requested the creation of the website; this person is the primary contact person for a site and may be contacted by the Oxford Mosaic or Information Security teams on any important matters affecting the Mosaic service. Site Owners add new users to the website following setup and take ongoing overall responsibility for the site: see the SLA for details of the responsibilities of Website Owners.

The Website Owner and Website Administrators have the same level of permissions on the website (the highest level of permissions) and have full editing rights on the website, including access to the Site Settings. Although each site can have only one Website Owner, it is possible to assign a Website Administrator role to other users. Website Ownership can be transferred to another Website Administrator when the current Website Owner leaves the role.

Permissions level: High; Can access Site Settings?: YesCreate content from scratch?: YesCreate templates?: YesCreate content from a template?: YesEdit content created by other users?: Yes

Website Administrators have full editing rights on the website. They can perform the same functions on the website as the Website Owner and can access the Site Settings.

Permissions level: Medium; Can access Site Settings?: No; Create content from scratch?: Yes; Create templates?: No; Create content from a template?: Yes; Edit content created by other users?: Yes

Website Editors cannot access the Site Settings; this role is limited to the Manage Content section of the CMS. Website Editors can create content from scratch, using any of the website's content sub-types, and can create content from any templates on the website, but they cannot create templates. Website Editors can also edit content created by other users.

Permissions level: Low; Can access Site Settings?: No; Create content from scratch?: No; Create templates?: No; Create content from a template?: Yes; Edit content created by other users?: No

The Website Author role has a low level of permissions. This role is limited to the Manage Content section of the CMS. Website Authors can create content from templates and can edit work they have created; they cannot create content from scratch, create templates, or edit content created by other users.

Permissions level: Low; Can access Site Settings?: No; Create content from scratch?: No; Create templates?: No; Create content from a template?: Yes; Edit content created by other users?: Yes - in Draft/Needs review state

The Site Contributor role has a low level of permissions. This role is limited to the Manage Content section of the CMS. Site Contributors can:

  • create content from templates
  • edit their own work
  • create new drafts of content created by other users
  • save content as Draft and Needs review

They cannot:

  • create content from scratch
  • create templates
  • save content as Published

Administration of users

Expand All

Click on the 'Add' button (1) to be taken to the Add a new user to this website page.

Add a person who has an Oxford Single Sign-On (SSO) ID as a user

To set up an individual who has an Oxford SSO with a user role on a site, use the Add an SSO user option (below):

  • Enter the person's SSO ID into the SSO username field
  • Assign the correct role and click Add SSO user
Add new SSO user example

When a new user is added to a site, their email address will display in the format <SSO ID>@nexus.ox.ac.uk. As soon as the user logs in for the first time, this will be replaced with their alias (i.e. departmental or college) email address.

Add a person who does not have an Oxford SSO ID as a user, i.e. an external user*

*The ability to create external users on a site is disabled by default. To enable this option, a change request needs to be submitted to the Oxford Mosaic Web Platform Team via the request form (5) on the Users tab.

To set up an external user on a site, use the Add a non-SSO (external) user option (below).

Add non-SSO user example
  • Enter the person's email address into the Email address field.
  • Once the email address is entered, it will be verified to ensure it is not already associated with a user account on the site.
  • If the email address is unique to the site, a User name field will be visible. Enter a username for the new user. The username must include a fullstop, e.g. firstname.lastname.
  • Assign the correct role and click Add non-SSO (external) user.
  • The new user will receive an email containing instructions for them to complete the account set up process, which includes setting their password.

A user can be assigned with an additional or different role at any time using the Edit control (2).

A user can be removed from a website at any time using the Remove control (3).

To allow Oxford SSO users to edit their peronal profile pages, the 'Enable personal profile editing' checkbox (4) must be checked. The person's SSO ID must also be added to their profile page by a Site Owner or Site Administrator.

Note that SSO editors cannot edit WYSIWYGs whose HTML settings have been set to Full HTML or Plain text. See the WYSIWYG documentation for more information.

To enable/disable external content editors (i.e. non-SSO content editors) on a site, use the change request form linked to from the Users page.

List of site pages