5 Steps to Permissions

Step 1: Organization Permissions

Permissions will start at the Organization and trickle down to the Headless Content Management System (HCMS) and CivicEngage Evolve / Front-End site. Reference the roles below to determine who may need Organization access and what the role entails:

• Organization Owner: The ability to manage all groups under an organization, modify user details, push out password reset email
• Group Owner: Can manage users in the group(s) they are owners of
• Group Member: The ability to manage their own personal user account

Setting Up Organization Permissions

1. Organization Owner(s) are created by CivicPlus.
2. The customer works with CivicPlus Consultant to create Groups in the Organization that will push to the HCMS and front-end. A System Admin Group should be created for the customer front-end site administrators. Additional Groups are often created for each department, major division, service or process.
3. Users (staff content editors) are added to Groups as Members or Owners.

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Step 2: HCMS Groups

Groups entered into the Organization should now display in the Groups section of the HCMS. Each group from the Organization will default to a “Reader” role. Reference the roles below to determine which Organization Groups need access to the HCMS and modify accordingly:

• Owner: Full access and rights to the HCMS - has access to everything
• Developer: Full access to everything except for backups, customers, roles, languages, and more section
• Publisher: Can only access Content and Assets
• Author: Can only access Content and Assets
• Reader: Viewing access only to Content and Assets

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Step 3: Permission Sets

HCMS Group permissions determine what permissions (Organizations) Groups have over the entire HCMS. Permission sets govern what rights (Organizations) Groups have for each piece of content. Permission Sets are created in the HCMS. Reference the roles below to determine which Organization Groups need access to Permission Sets: 

• Owner, Developer, Publisher: Full access to content and assets and can approve an author’s work
• Author: Can read, create, update and submit content and assets but will not be able to delete or publish items
• Reader: Viewing access only

Created in the HCMS, Permission Sets most closely parallel Organization Groups however there can be differences. Permission Sets should be created to manage specific content. Each Permission Set needs to be opened and the Organization Groups set to the access role for that specific content. Work through each Permissions Set and assign Group roles.

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Step 4: Front-End Site Permissions

Organization Groups flow to the HCMS, and from the HCMS they trickle to the CivicEngage Evolve / Front-End site. The System Admin group created in Step 1 needs to have site permissions toggled on.

Systems Administrators manage the entire site and everything related to pages such as reorganizing pages, renaming pages, deleting pages, modifying homepage banners/content, and more.

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Step 5: Page Permissions

System Administrators need to set permissions for each page or group of pages on the site. If Page Permissions are not set System Administrators will be the only Group with access to edit pages. Reference the roles below to determine which level of access Organization Groups need to pages:

• Owner: All rights to pages
• Publisher: Create, edit, and publish pages
• Author: Create and edit but cannot publish
• Reader: View only

Page Permissions can be set from the Dashboard using the Site Permissions Module or on the front-end using the Properties Tab on the Live Edit tool.

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Permissions Workflow

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Resources

• CivicPlus Organizations Permissions Guide
• Site Permissions Overview