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User roles and permissions

How the CMS roles and permissions affect your access to site sections and the media library.

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 deskExternal Link 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 desk.External Link

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).

Screenshot of CMS showing Site section and assigned documents
Screenshot of CMS showing Site section and assigned images

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

Single Digital Presence

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