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Content Manager Permissions

Permissions within Adobe Experience Manager (AEM) are based on permissions groups. Each unit has a permissions group, which includes its Web pages directly related to the unit's functions at the University.

Additional permissions groups cover one-off pages or site sections where management of the content might be shared between units or management of the content might shift between units periodically.

Basic Permissions

Content managers typically receive the following permissions for all pages to which they have editing access:

  • Read - This permits the user to view the page's content.
  • Edit - This permits the user to make edits to the page's content and selected metadata:
    • Page titles
    • Page description
    • Page image
    • Header image
  • Publish - This permits the user to publish edits to the live website.

None of the above permissions involve any externally imposed (by University Web & Digital Communication or ITS) workflows or approval processes. Individual units may create their own approvals or workflows that are handled outside of the Web content management system.

You may only edit and/or activate (publish) content for which you are responsible and to which you have received express permission, regardless of your access, regardless of ability to edit or activate in the WCMS.

Restricted Pages

All content managers are locked out of editing and publishing the following types of pages:

  • Directory (directory.html) - Users may not edit or publish directory pages directly. Users may manage these pages using the directory forms in the Web Solutions Center.
  • User profiles (under www.odu.edu/directory/people) - User profiles are system-generated based on authoritative data provided by the Monarch Profile Manager. Content for the user profiles is managed by each individual from within Monarch Profile Manager.
  • Index of Content (content.html) - The index of content pages are auto-generated by the system and are not editable. The index of content shows all pages within the system for which a unit is an owner. Units may request that the index of content be published or unpublished by contacting its Web Communication Partner in Web & Digital Communication.
  • University-level academic program pages (under www.odu.edu/academics/programs) - These "marketing catalog" pages must follow a specific format and vetting and approval process with Academic Affairs. Academic units may request changes by emailing the Academic Web Support Partners.
  • Top-level pages - Some units may own content on top-level pages (such as About ODU, University Life, Research & Impact, Admission, etc.). In these cases, the pages are only editable by University Web & Digital Communication. Changes should be coordinated through the unit's Web Communication Parnter.

Changing/Updating Permissions

If your unit requires access to a page or pages outside of its standard permissions set, the request should go to Web Communication. Your content managers may receive access to an additional permissions group or the page(s) may be added to an existing permissions group. If the additional pages are part of an existing permissions group, permission of the content owner for that group may be required.

Permissions are only updated in the system Thursday evenings. If changes to a user's access profile are required, those are normally made during business hours on the proceeding Friday.

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