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Setting Up Permissions

Prerequisites: Users require site administrator permissions to complete the full scenario. If the site administrator has completed the initial tasks, the folio administrator can create groups and assign role permissions.

Assign permissions to users and groups within specific entities (i.e., folios, sub-folios, modules) or globally in the Cartella site instance. Permissions determine which settings, options, areas, and entities users can access.

Role-Based Permissions

Setting up permissions requires the folio administrator to create users and groups, enable permissions for specific users, establish roles, and, within specific entities, assign users and groups to roles. Child entities of a parent entity inherit users groups assigned to roles.

Entity or Item Sharing Permissions

Entities and entity items (i.e., blog posts, documents) may have sharing permissions enabled by an item creator, moderator, folio administrator, or site administrator that determine who can and can't view the entity or entity item(s).

Entity or Item Permission Restrictions

Entities and entity items (i.e., blog posts, documents) may have restrictions permissions enabled by an item creator, moderator, folio administrator, or site administrator that determine who can and can't view, edit, or automatically approve the entity or entity item(s) content.

Task 1: Create Roles

Prerequisites: Users require site administrator permissions to complete this task.
Create roles or use Cartella's pre-built roles. These roles define what permissions users and groups have within specific entities.
Note
See Role Management for a brief overview of Cartella roles and available permissions.

Roles

To create roles:
  1. Log in to Cartella.
  2. Choose one or both of the following steps.
    • Use Cartella default roles (no action required for this step).
    • Create custom roles and choose permissions to associate with each role.
      Note
      See Creating Roles for details.

Task 2: Create Users and Select Permissions

Prerequisites: Users require site administrator permissions to complete this task.
Create users and select user permissions. These settings define what actions users and groups can perform, regardless of their assigned role.
Note
See User Management for a brief overview of Cartella users.

Users

To create users:
  1. Choose one or both of the following steps.
    • Edit existing users to select permissions in the User Settings area.
      Note
      See Editing Users for details.
    • Create users to select permissions in the User Settings area.
      Note
      See Creating Users for details.
    Important
    Ensure you select the appropriate user permissions to suit your and your user's needs.

    User Setting Permissions

Task 3: Create Groups and Add Group Members

Prerequisites:
  • Users require folio administrator+ permissions to complete this task (create folio-specific groups).
  • Users require site administrator permissions to complete this task (create global groups).
Create groups and add members to associate the group. These settings define what actions users and groups can perform, regardless of their assigned role.

Depending on your needs, know that groups are associated with either all folios or specific folios upon creation. All groups maintain the same object type. Site administrators can create groups that can be assigned to roles in any folio. Folio administrators can create groups that can be assigned to roles in a specific folio or sub-folio and its children.

Note
Folio administrators, see Groups for a brief overview of folio and sub-folio groups.
Note
Site administrators, see Group Management for a brief overview of Cartella groups.
To create or edit groups and manage group members:
  1. Choose from the following steps.
    • Create or edit groups that can be assigned to any Cartella site instance entity.

      Create Global Group

      Restriction
      Only site administrators can perform this step.
      Note
      See Creating Global Groups or Editing Global Groups for details.
    • Create groups that can only be assigned to the specific folio and its children.

      Create Folio Group

      Note
      See Creating Folio Groups for details.
    • Create groups that can only be assigned to the specific sub-folio and its children.
      Note
      See Creating Sub-Folio Groups for details.
  2. Depending on the option(s) you chose in the preceding step, choose from the following.

    Add Users to Groups

Task 4: Assigning Users and Groups to Roles

Prerequisites: Users require folio administrator+ permissions to complete this task.
Assign users and groups to roles in specific entities.
Note
If users and groups have assigned roles in a specific entity, the children (i.e., sub-folios, modules) of the entity inherit the groups and users and their assigned roles. Inherited permissions cannot be removed outside of the folio where they were assigned.
Tip
We recommend using inherited permissions whenever possible. Many items marked for specific users and groups may degrade performance, especially on large sites.
To assign groups to users and roles:
  1. Choose from the following steps.

    Create Folio Group

Task 5 (Optional): Assigning Sharing and Restriction Permissions

Prerequisites:
  • Users require contributor+ permissions and must have created the item to complete this task for specific items within folios, sub-folios, or modules.
  • Users require moderator+ permissions to complete this task for specific items within folios, sub-folios, or modules.
  • Users require folio administrator+ permissions to complete this task for specific folios, sub-folios, or modules.
Use sharing and or restriction permissions for specific entities or entity items. Use these permissions to make entity or entity items:
  • locked
  • read-only
  • auto-approve content
  • available only to specific types of users (e.g., public, connections, etc.)
Important
We recommend using sharing and restriction permissions for special cases and not as alternatives to role-base permissions.
Troubleshooting
If you have the appropriate permissions assigned to you and you cannot perform actions associated with your permissions, the reason may be due to sharing and or permission restrictions selected for the specific entity or item.
Note
If users and groups have assigned roles in a specific entity, the children (i.e., sub-folios, modules) of the entity inherit the groups and users and their assigned roles. Inherited permissions cannot be removed outside of the folio where they were assigned.
To assign groups to users and roles: