All Authors have the following permissions in the CMS:
- Edit pages and content
- Create new pages and new content, and join a page to a content block
- Restore content to a previously saved version
- Add images and files to the library
- Overwrite library items with a newer version of that item
All edits to pages and content by authors need to be submitted for approval by the relevant publisher. If you do not submit your content for publication by clicking the “submit” button, the publisher will not be notified of pending changes and the change will never go live.
If everything is working well, all pages and content items should be in the “A” (Approved) status in the CMS (see web help documentation on page and content states ). A document should never be left in the “O” state as this prevents anyone else from editing it, and is a common reason for calls to WebHelp. Documents may be left in the “I” state, but it is assumed you will be coming back to finish your editing shortly (within a week) and then submitting for publication. As an author, your documents will frequently end up in the “S” (Submitted) state. Once you have submitted the document for publication, the responsibility then shifts to the publisher to finalise the publication process by approving the changes, moving it to the “A” state.
If you need technical help on how to perform a specific task, look in the CMS Training section.
If you need best practice guidance, have a look in the Web Content Guidelines.
In particular, if you are working with library files, please observe the following guidelines…
- Naming files for the CMS library
- Quickly add and link library files
- Add library files through the work area
- Updating library items
Library file updates are not subject to approval by a publisher.
The web team is always happy to assist CMS users learn how to perform any of these tasks, and don’t forget most tasks have tutorials.
A site can have any number of authors.
Publishers have the same CMS permissions as Authors (see Author section above).
Publishers are required to promptly approve publication requests from their authors. (see Publishing content for more information on the process)
When a publishers edits or creates content, they do not require approval. A publishers content goes live immediately (pending the once hourly sync).
The main difference between the author role and the publisher role is the level of responsibility. As a publisher, if there is an issue with the content on your site, the buck stops with you.
Publishers have the final say on what content is appropriate for their site. They are also responsible for making sure their site is well maintained. A well maintained site is one that has relevant, up to date information on it. You should periodically (at least every six months) review all pages on your site to make sure they are up to date. This also applies to all files in the library.
The web team would love to be able to take care of this stuff for you but we cannot for two important reasons: Firstly, there isn’t enough of us, and secondly, we are not experts in your area and can’t possibly know what information is correct.
A site can will have at least one (and potentially several) publishers.
If there is more that one publisher, any publisher can approve author changes to go live.