Users

User level: Site Owner; Site Administrator

 

The Users tab provides a table of current user accounts on the site; the ability to add new users and remove existing users; configuration options for SSO users to edit profile pages created for them; configurations to augment the default user roles' permissions.

Users tab in Site Settings

User roles

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Five user roles exist in Mosaic. For a user to be able to manage content in any way, they must be assigned one of these 5 roles. Only the Website Owner role is limited to 1 user per website; there is no limit to the number of users who can be
assigned the other 4 roles. The table below provides an overview of the main differences between the roles.

  Website Owner Website Administrator Website Editor Website Author Website Contributor
Permissions level High High Medium Low Low
Can access Site Settings? ✔ ✔ ✖ ✖ ✖
Can create content from scratch? ✔ ✔ ✔ ✖ ✖
Can create a template? ✔ ✔ ✖ ✖ ✖
Can create content from a template? ✔ ✔ ✔ ✔ ✔
Can edit content created by other users? ✔ ✔ ✔ ✖ ✔ (cannot Publish edits)
Media size limit for a single upload* 100MB 100MB 5MB 5MB 5MB

*cumulative upload size; not individual file size.

The ability to save content in the three Workflow states (Draft; Needs review; Published) depends on user role. The table below illustrates the Workflow states that users can the user roles can save content in.

  Website Owner Website Administrator Website Editor Website Author Website Contributor
Move own content to Needs review ✔ ✔ ✔ ✔ ✔
Move any content to Needs review ✔ ✔ ✔ ✖ ✔
Move own content to Published ✔ ✔ ✔ ✔ ✖
Move any content to Published ✔ ✔ ✔ ✖ ✖

Permissions level: High; Can access Site Settings?: Yes; Create content from scratch?: Yes; Create templates?: Yes; Create content from a template?: Yes; Edit content created by other users?: Yes; Media size limit for a single upload*: 100MB

Only one user on a website can be assigned the Website Owner role. This is the individual who initially requested the creation of the website; this person is the primary contact person for a site and may be contacted by the Oxford Mosaic or Information Security teams on any important matters affecting the Mosaic service. Site Owners add new users to the website following setup and take ongoing overall responsibility for the site: see the SLA for details of the responsibilities of Website Owners.

The Website Owner and Website Administrators have the same level of permissions on the website (the highest level of permissions) and have full editing rights on the website, including access to the Site Settings. Although each site can have only one Website Owner, it is possible to assign a Website Administrator role to other users. Website Ownership can be transferred to another Website Administrator when the current Website Owner leaves the role.

*cumulative upload size.

Permissions level: High; Can access Site Settings?: Yes; Create content from scratch?: Yes;  Create templates?: Yes; Create content from a template?: Yes; Edit content created by other users?: Yes; Media size limit for a single upload*: 100MB

Website Administrators have full editing rights on the website. They can perform the same functions on the website as the Website Owner and can access the Site Settings.

*cumulative upload size.

Permissions level: Medium; Can access Site Settings?: No; Create content from scratch?: Yes; Create templates?: No; Create content from a template?: Yes; Edit content created by other users?: Yes; Media size limit for a single upload*: 5MB

Website Editors cannot access the Site Settings; this role is limited to the Manage Content section of the CMS. Website Editors can create content from scratch, using any of the website's content sub-types, and can create content from any templates on the website, but they cannot create templates. Website Editors can also edit content created by other users.

*cumulative upload size.

Permissions level: Low; Can access Site Settings?: No; Create content from scratch?: No; Create templates?: No; Create content from a template?: Yes; Edit content created by other users?: No; Media size limit for a single upload*: 5MB

The Website Author role has a low level of permissions. This role is limited to the Manage Content section of the CMS. Website Authors can create content from templates and can edit work they have created; they cannot create content from scratch, create templates, or edit content created by other users.

*cumulative upload size.

Permissions level: Low; Can access Site Settings?: No; Create content from scratch?: No; Create templates?: No; Create content from a template?: Yes; Edit content created by other users?: Yes - in Draft/Needs review state; Media size limit for a single upload*: 5MB

The Site Contributor role has a low level of permissions. This role is limited to the Manage Content section of the CMS. Site Contributors can:

  • create content from templates
  • edit their own work
  • create new drafts of content created by other users
  • save content as Draft and Needs review

They cannot:

  • create content from scratch
  • create templates
  • save content as Published

*cumulative upload size. 

Form Builder is an additional role which is available to a Website Admin and Website Editor. The role is required to create and administer webforms.

When adding or editing a user, the option to add the Form Builder role displays with the default set of core roles. Although it is possible to select and save the option, please note the Form Builder role will only be added to a Website Admin or Website Editor.

Administration of users

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Click on the 'Add' button (1) to be taken to the Add a new user to this website page.

Add a person who has an Oxford Single Sign-On (SSO) ID as a user

To set up an individual who has an Oxford SSO with a user role on a site, use the Add an SSO user option (below):

  • Enter the person's SSO ID into the SSO username field
  • Assign the correct role and click Add SSO user
screenshot showing available roles to add to a new user

When a new user is added to a site, their email address will display in the format <SSO ID>@nexus.ox.ac.uk. As soon as the user logs in for the first time, this will be replaced with their alias (i.e. departmental or college) email address. If a person's name or email address changes at any point, this information will automatically update the first time they log on to the website after the change of details has taken place.

Add an 'external user'*

*i.e. a person who does not have an Oxford SSO ID. The ability to create external users on a site is disabled by default. To enable this option, a change request needs to be submitted to the Oxford Mosaic Web Platform Team via the request form (5) on the Users tab.

To set up an external user on a site, use the Add a non-SSO (external) user option (below).

screenshot of available roles when adding an external user
  • Enter the person's email address into the Email address field.
  • Once the email address is entered, it will be verified to ensure it is not already associated with a user account on the site.
  • If the email address is unique to the site, a User name field will be visible. Enter a username for the new user. The username must include a fullstop, e.g. firstname.lastname.
  • Assign the correct role and click Add non-SSO (external) user.
  • The new user will receive an email containing instructions for them to complete the account set up process, which includes setting their password.

A user can be assigned with an additional or different role at any time using the Edit control (2).

A user can be removed from a website at any time using the Remove control (3).

To allow Oxford SSO users to edit their personal profile pages, the 'Enable personal profile editing' checkbox (4) must be checked. The person's SSO ID must also be added to their profile page by a Site Owner or Site Administrator.

Note that SSO editors cannot edit WYSIWYGs whose HTML settings have been set to Full HTML or Plain text. See the WYSIWYG documentation for more information.

Please also note that SSO editors will not have the option to upload new images in the media browser as their permissions are intentionally locked down to their specific page only, and images can be used anywhere else on the site. SSO editors should be encouraged to ask the Site Owner or a Site Administrator to upload their image for them. Once the image is uploaded, the SSO editor can view and add it to their page from the media browser (see documentation for adding images and files for more information).

To enable/disable external content editors (i.e. non-SSO content editors) on a site:

  1. Go to Site Settings > Users tab
  2. View the blue information panel about external content editors
  3. Click the 'request a change' link
  4. Complete the request form to ask for external content editors to be enabled

The user needs to use the following link to request a password reset:

https://[prefix].web.ox.ac.uk/user/password?name=[username]

where '[prefix]' is replaced with your site's prefix and '[username]' is replaced with the username (usually in the format firstname.lastname) of the account whose password is being reset, e.g. https://oxfordmosaic.web.ox.ac.uk/user/password?name=example.user

The resulting page will allow you to see, before sending the password reset request, which email address it will be sent to.

Users with a content editing role are automatically placed into an inactive state after not editing content for 365 days. They are given a further 12 weeks to log in and automatically removed from your site if no action is taken. All content created by them is unassigned from them, any drafts assigned to them are removed and they are removed from your site. Read more about the full process.