Because the editing needs of our users have become more complex, we have expanded the options of Web Editor User role types. This guide explains each role and when it would be appropriate, as well as clarifies best practices for role assignment.
Every website should have at least one Site Manager.
Users should be assigned only ONE of the following:
Site Manager OR
Contributor OR
Author OR
Preparer
Intranet Viewer can be assigned to anyone, regardless of their editing permissions.
User Roles with Editing Capabilities
Because of the duplicative nature of these roles, only one of the following should be selected for a given web editor.
Site Manager
This is the highest level of permissions on an H&S Drupal site. A web editor with Site Manager permissions can add, edit, and delete content across the site. Site Managers can also grant, revoke, and change the level of other users' permissions.
At least one person from your unit should be assigned Site Manager.
Contributor
Contributors can create and edit all types of content. Unlike Site Managers, Contributors cannot delete content, nor grant access to other users.
Author
This is a more limited role than Site Manager or Contributor. Authors can only edit content on pages where they're designated as the Author. The most frequent use case for this role is when a faculty member wishes to edit their website profile. In that case, they can be assigned authorship of the page, and will subsequently only have permission to edit their profile page. Learn more about Granting Faculty Permission to Edit their People Profile.
Preparer - coming soon!
A Preparer can only create unpublished content. This role does not allow for publishing content, nor does it allow for the editing of existing published content. It is best utilized for creating drafts of new content, or for users who have not completed the mandatory digital accessibility training.
View-Only User Roles
Because users with view-only roles are not able to edit content, they don't need to take the accessibility training.
Intranet Viewer
Intranet Viewer is a view-only role. Someone assigned Intranet Viewer can view intranet pages when logged into the site, but cannot edit any content on the website. In other words, Intranet Viewer is the ability to see restricted content.
Reviewer
Reviewers can view unpublished content but cannot make edits. This role is ideal for situations where input on an unpublished page is required but the ability to make changes is not needed.
Stanford [Staff/Student/Faculty]
These roles are based on HR data. They should not be modified on your website.