There are various roles to manage access levels for different users in the Single Digital Presence content management system (CMS):
- Site administrator
- Approver
- Editor
Users are restricted to one or more sites or site sections, depending on the content they are responsible for. Editors and Approvers can only access, edit and move content through the publishing workflow based on their site permissions. This includes media items (documents, images, audio and embedded videos).
New users
When a user is set up, they will be allocated to their required site(s) and/or site section(s). This will give them access to create and edit content pages and also access media files that are tagged to that site or site section.
If you find that you cannot access your required content, raise a ticket via the SDP publishing support service and we will investigate.
If you would like to be added to the content.vic.gov.au CMS or require a team member to be added, visit request a user account and CMS training.
New content pages
All new pages created will automatically be tagged with the sites and/or site sections that the CMS user has assigned to them.
If you have access to multiple sites and site sections, make sure you check any pages you create are tagged to the correct site and/or site section before submitting for publishing. This can be checked in the right-hand column, under the heading SITES.
Media library
All documents, images, audio and embedded video must be tagged with a site or site section.
Some older media files may not be tagged with the relevant site section, so we may need to tag them for you so you can access them. Please raise a request via the SDP publishing support service
CMS content filtering
When a user logs into the SDP CMS, they see a filtered view of the content tagged with their site(s) and/or site section(s).
CMS user permissions
A guide to what site administrators, approvers and editors are able to access in the content.vic.gov.au content management system (CMS).
| Content moderation – editorial workflow | Site admin | Approver | Editor |
| Use Archive transition | ✔ | ✔ | ✗ |
| Use Archive pending transition | ✔ | ✔ | ✔ |
| Use Create New Draft transition | ✔ | ✔ | ✔ |
| Use Needs Review transition | ✔ | ✔ | ✔ |
| Use Publish transition | ✔ | ✔ | ✗ |
| Use Restore to Draft transition | ✔ | ✔ | ✗ |
| Use Send back to Draft transition | ✔ | ✔ | ✔ |
| View any unpublished content | ✔ | ✔ | ✔ |
| View the latest version | ✔ | ✔ | ✔ |
| Media | Site admin | Approver | Editor |
| Access the media overview page | ✔ | ✔ | ✔ |
| Create media | ✔ | ✔ | ✔ |
| Delete media | ✔ | ✔ | ✗ |
| Update media | ✔ | ✔ | ✔ |
| View all media revisions | ✔ | ✔ | ✗ |
| Node – content | Site admin | Approver | Editor |
| Create all template types | ✔ | ✔ | ✔ (except Alerts) |
| Edit all template types | ✔ | ✔ | ✔ (except Alerts) |
| Delete all template types | ✔ | ✔ | ✗ |
| View revisions in all template types | ✔ | ✔ | ✔ (except Alerts) |
| Revert revisions in all template types | ✔ | ✔ | ✔ (except Alerts) |
| Delete revisions in all template types | ✔ | ✔ | ✗ |
| Clone all template types | ✔ | ✔ | ✔ (except Alerts) |
| Path (aliases) | Site admin | Approver | Editor |
| Create, edit and administer URL aliases | ✔ | ✔ | ✔ |
| Redirect | Site admin | Approver | Editor |
| Administer global URL redirection settings | ✔ | ✔ | ✗ |
| Administer individual URL redirections | ✔ | ✔ | ✗ |
| Alerts | Site admin | Approver | Editor |
| Add or view in all template types | ✔ | ✔ | ✗ |
| Scheduled transitions | Site admin | Approver | Editor |
| Add, administer or view in all template types | ✔ | ✔ | ✗ |
| Taxonomy – create or edit terms | Site admin | Approver | Editor |
| Alert type | ✔ | ✗ | ✗ |
| Audience | ✔ | ✗ | ✗ |
| Department | ✔ | ✗ | ✗ |
| Event Category | ✔ | ✗ | ✗ |
| Event Requirements | ✔ | ✗ | ✗ |
| License type | ✔ | ✗ | ✗ |
| Location | ✔ | ✗ | ✗ |
| Sites | ✔ | ✗ | ✗ |
| Tags | ✔ | ✗ | ✗ |
| Topic | ✔ | ✗ | ✗ |
| Taxonomy – delete terms | Site admin | Approver | Editor |
| Alert Type | ✔ | ✗ | ✗ |
| Audience | ✔ | ✗ | ✗ |
| Department | ✔ | ✗ | ✗ |
| Event Category | ✔ | ✗ | ✗ |
| Event Requirements | ✔ | ✗ | ✗ |
| Location | ✔ | ✗ | ✗ |
| Sites | ✗ | ✗ | ✗ |
| Tags | ✔ | ✗ | ✗ |
| Topics | ✔ | ✗ | ✗ |
| Users | Site admin | Approver | Editor |
| Administer users | ✔ | ✗ | ✗ |
| Webforms | Site admin | Approver | Editor |
| Access the webform overview page | ✔ | ✔ | ✔ |
| Administer webform element access | ✔ | ✔ | ✗ |
| Administer webform submissions | ✔ | ✗ | ✗ |
| Administer webforms | ✔ | ✗ | ✗ |
| Create webforms | ✔ | ✔ | ✔ |
| Delete any webform | ✔ | ✔ | ✗ |
| Delete any webform submission | ✔ | ✔ | ✗ |
| Edit any webform | ✔ | ✔ | ✔ |
| Edit any webform submission | ✔ | ✗ | ✗ |
| View any webform submission | ✔ | ✔ | ✗ |
Reviewed 02 March 2023