vic_logo

User roles - Vic Gov digital guide

How to set up users and assign access levels within the Drupal CMS.

We use the following Drupal roles to manage access levels for different users in the Content Management System (CMS).

Administrator 

  • Has full access to do anything on the site
  • Usually responsible for site maintenance and technical improvements

Site admin 

  • Sets up users
  • Assigns roles
  • Reset passwords
  • Approve, archive, review or restore content
  • Create new content drafts for approval or request archiving
  • Add/delete media - including documents, images, videos and audio
  • Create/delete topic tags
  • Create short URLs
  • Update branch landing page

Editor

  • Create new content drafts for approval or request archiving
  • Add/delete media - including documents, images, videos and audio
  • Create short URLs
  • Update branch landing page

Approver/Previewer

  • Preview the website within draft mode, without needing to login

How to manage users

Add a new user

If have Site Admin or Administrator access, you’ll be able to add new users or update permissions for existing users.

1. Select the People tab on the Drupal administration ribbon

2. Click + Add user

Adding a new user within the CMS is completed within the People tab

3. Here you will be able to add information about the new user, including:

  • Email address
  • Username (which should be firstname.lastname)
  • Password
  • Status of the user (Blocked or Active)
  • You can also select the option to Notify user of new account - if preferred
List of fields required for adding a new user

Once the user has been created, you need to assign permissions to the user. The most common permission is Editor.

4. Select the People tab and Search for your user.

5. Check the box beside the Username and apply an action. Actions allow you to assign Editor or Site Admin to the user.

Once your user has been added, email the login URL for the site so they can test their account has been successfully created.  

Update an existing user

1. Select the People tab on the Drupal administration ribbon.

2. Find the user within the listing and select Edit.

3. Here you will be able to update details (like Email, Password, Permissions, etc.) for your user.

Reviewed 13 November 2018

Vic Gov digital guide