When users want to use Content Station, Smart Connection or any other application that is based on Enterprise Server, they need to be added to at least one Brand that is set up on that server.
Adding a user to a Brand is done by making that user part of a user group and assigning that group to the Brand.
This is accomplished by setting up an Authorization Rule: a combination of a Category, Workflow Status and an Access Profile. Together, they define what actions a user is allowed to perform on a file while that file is part of that Category and Workflow Status combination.
Typically, multiple Authorization Rules are set up: one for each specific scenario.
The total 'result' of all these Authorization Rules eventually defines what a user is allowed to do (and thereby what a user is not allowed to do).
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Example: An Authorization Rule could for instance look as follows: Category 'Finance' + Status 'Ready for Publishing' + Profile 'Publishing' (in which the functionality of publishing is enabled). This means that when a user group is added under this rule, users of this group can publish any files that belong to Category 'Finance' and that are set to a Status of 'Ready for Publishing'. Files that belong to another Category or Status cannot be published, as long as this is not defined in any subsequent Rules that apply to that user group. |
Note: As the first step in setting up your authorizations, we strongly advise to analyze your workflow, user groups, and the required access control on paper.
Before you start
Before a user can be added to a Brand, the following needs to be in place:
- A Brand with Workflow Statuses defined for the types of files that the user will be working with.
- A user account for each user. See Creating a user account.
- One or more user groups to which the users will be added. See Creating a user group.
- One or more access profiles. See Creating an Access Profile.
Steps to follow
Step 1. Add the user to the user group.
See Adding a user account to a user group.
Step 2. Add the user group to the Brand:
Step 2a. On the Brand Maintenance page, click Add in the User Authorizations section.
Figure: The User Authorizations section on a Brand Maintenance page.
The Authorization Maintenance page appears.
Note: The working of this page has changed since Enterprise Server 10.1. It is assumed here that you are using version 10.1 or higher.
Step 2b. From the User Groups list, choose the user group that needs to be added.
Step 2c. Click Add Authorization.
Lists appear for the Category, Workflow Status and Access Profile.
Step 2d. Make a choice from each list.
Note: Use '<All>' to assign an Access Profile to all Categories and/or Workflow Statuses or choose a Category or Workflow Status from the list to assign the Access Profiles to that combination only.
Example: Imagine an Access Profile named 'Delete disabled' in which the options for deleting files have been disabled. When assigning user group A to Category '<All>', Status '<All>' and Profile 'Delete disabled', all members of user group A will not be able to delete any of the files in the Brand. When assigning user group B to Category '<All>', Status 'For publication' and Profile 'Delete disabled', users from group B cannot delete any files from the Brand that are set to the Workflow status 'For publication'. They can however delete all other files.
Step 2e. Click Update.
Step 2f. (Optional, only necessary when not having chosen '<All>' for both the Category and Workflow Status lists) Continue adding Authorizations for as many Category/Workflow Status combinations as necessary.
Step 2b. From the User Groups list, choose the user group that needs to be added.
Step 2c. Click Add Authorization.
A box showing all available Categories, Workflow Statuses and Access Profiles appears. By default, all Categories and Workflow Statuses are selected.
The aim here is to define combinations of Categories and Workflow Statuses that share the same Access Profile(s).
Step 2d. Select or clear check boxes in the Categories and Status lists and select one or more Access Profiles that they should have assigned.
In the following example, all articles, images and layouts that are part of the Categories 'News' and 'Sport' and which are set to a Workflow Status of 'Final' can be worked on based on the rules defined in the Access Profile named 'Top Level'.
Step 2e. Click Save.
The box is collapsed to make the page easier to read.
Step 2f. Continue adding combinations of Categories, Workflow Statuses and Access Profiles for each user group. Use the Copy button to base a new combination on an existing one and to subsequently modify it.
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