Control access using targeting

OrchestraCMS allows you to tailor your content dynamically so you are displaying relevant and useful information to multiple audiences on the same site.

• Targeting uses information from the Salesforce user profile to filter content, which allows site users to view specific content only.

• Targeting means that all content is available to all users unless the access is restricted based on the Salesforce user profile.

• Targeting is most useful when your site is accessible to different audience groups.

Content can be targeted on a case-by-case basis. You might wish to apply targeting to only a few content items on your site, while other content items remain available to all visitors.

Consider using targeting if:

• You want to tailor availability of content by restricting access through a security model.

• You prefer content on your live site to be available by default—the availability of a content item or page is only impacted if a target is applied.

• If you want OrchestraCMS users who will work with content to have access to all content within OrchestraCMS.

• You want to make content available to users based on the values of fields—including custom fields—in Salesforce User records.

Control access using targets

Targets tailor content on your live site using Salesforce user profiles. The target criteria are based on field values in the Salesforce standard User object. You can also use custom fields to enhance the flexibility of targeting.

Targets are not applied to a guest user account, because targets require a session ID.

Set the administrator profile permission for managing targets

When your organization has the OrchestraCMS Targeting feature license, a new profile permission is available to allow administrators to manage targets.

This permission is available for OrchestraCMS profiles that are associated with an OrchestraCMS System Administrator or OrchestraCMS Site Administrator license. It is enabled by default.

Permissions can’t be removed from the OrchestraCMS System Administrator profile, but they can be removed from site administrator profiles.

Add or remove the Manage Targets permission from a site administrator profile

1. In OrchestraCMS Setup, under Site, click Profiles.
2. Click Edit next to the administrator profile.
3. Under Administrative Permissions, click to select or clear the Targets check box.
4. Click Save.
5. This permission makes the Targets option available in OrchestraCMS Setup. This is where administrators can create, edit, and delete targets.

Select criteria fields

Criteria fields are fields from the Salesforce standard User object that can be used within targets.

For example, the "Country" field could be used in a target to create a criterion that states that only users with the Country field set to Canada are associated with the content.

You can have up to 20 criteria fields to use across all targets, and once a field is added, it can’t be removed from the list. Only fields that are Text, Picklist, or Multi Picklist data types can be used.

We recommend that you take time to plan which fields are needed for your organization’s current and future targeting requirements before you begin selecting fields in OrchestraCMS. Part of the planning should include evaluating your Salesforce User object to determine if any custom fields should be created for the purpose of targeting.

We also recommend that you use as few fields as possible to start so you can expand the list later if necessary.

Add criteria fields

You can use both standard and custom fields. Custom fields provide greater flexibility for configuring targets—any information that is useful for your business purposes can be added to Salesforce user records.

To add criteria fields

1. In OrchestraCMS Setup, under Site, click Targets.
2. Under Define Target Criteria Fields, click Select Fields.
3. Under the Field column, locate the first row that does not already have a field assigned, and select a field from the list. Only Text, Picklist and Multi Picklist fields are available to choose from. Once a field has been added to the list, it can’t be selected again.
4. Click Save and Close.

Omit criteria fields

Once a field has been added to the list of filter criteria fields, it can’t be removed, but it can be omitted, which means the field won’t appear as an option when a new target is created or when an existing target is edited.

• Targets using fields that are subsequently omitted retain the omitted fields and related values until the target is edited.

• Targets that are cloned from targets with omitted fields will not obtain the omitted fields.

To omit a criteria field

1. In OrchestraCMS Setup, under Site, click Targets.
2. Under Define Target Criteria Fields, click Select Fields.
3. Under the Omit column, click to select the check box beside the field that you want to omit.
4. Click Save and Close.

If you want to make an omitted field available again, you can clear the Omit check box and save the list.

Create targets

Before you can create a target, you must select filter criteria fields.

There are two types of targets: predefined and ad hoc. For both, the administrator chooses the filter criteria fields.

• Predefined targets have the values of filter criteria fields specified at the time the target is created (for example, the Country field must have a value “Canada” or “United States”).

• Ad hoc targets allow the user assigning the target to define the values for the filter criteria fields at the time the target is assigned to content (for example, the Country field can be used to determine which users can access the item, and the user assigning the target can specify the users’ countries). Users can create a new target from scratch or clone an existing target.

Create predefined targets

Predefined targets are used to quickly apply a common set of criteria to content. Predefined targets have the values of criteria fields already specified; for example, users can only access the item if the Country field in their user record is set to Canada. Each target can have up to 20 criteria fields and 100 values specified for each field.

To create a predefined target

1. In OrchestraCMS Setup, under Site, click Targets.
2. Under Targets, click Add Target.
3. In the Add Target dialog, set the following fields to meet your requirements:
   • Name. As a best practice, enter a descriptive name for the target that describes the criteria field and value (e.g., East Coast Department Managers). This is what appears in the target list when a user applies a target to content.
   • Description. Optionally, enter a description of the target. Descriptions are viewable on the Manage Targets page in the target list.
   • End Date and Time. Optionally, set a date and time when the target will expire and no longer be available to apply to content. This applies to new versions and revisions of existing content. Content that has already been published continues to use the expired target until it is explicitly removed.
4. Under the Field column, select a field by which you want to filter.
5. Under the Value column, enter one or more values (comma separated) that determine if a user is granted access to content that the target is applied to. To be granted access, the field on the user record must exactly match one of the specified values (i.e., partial values in the target will not match whole values on the user record—the target must specify the whole field value).

6. To add an additional filter criterion, click the plus sign, and repeat steps 4 and 5. Note that when multiple filter criteria are used, a user must meet each criterion for all the fields in the target to be able to grant them access to content.
7. Repeat step 5 to add up to 20 filter criteria (the actual maximum is based on the number of filter criteria fields selected). You can’t use a field more than once in a single target.
8. Click Save.

Create ad hoc targets

Ad hoc targets are used to allow the user adding the target to content to specify the value of the filter criteria fields. For example, an ad hoc target could contain the Country field to filter by, and the user assigning the target would specify, when the target is assigned, the countries that should have access to the content. To create an ad hoc target, the administrator selects the filter criteria fields but does not specify the field values; the values are specified at the time the target is applied to content.

To create an ad hoc target

1. In OrchestraCMS Setup, under Site, click Targets.
2. Under Targets, click Add Target.
3. In the Add Target dialog, set the following fields to meet your requirements:
   • Name. As a best practice, enter a brief instruction on how the ad hoc target is used (e.g., Choose one or more departments that can see this item). This is what appears in the target list when a user applies a target to content.
   • Description. Optionally, enter a description of the target. Descriptions are viewable on the Manage Targets page in the target list.
   • End Date and Time. Optionally, set a date and time when the target will expire and no longer be available to apply to content. This applies to new versions and revisions of existing content. Content that has expired continues to use the target until it is explicitly removed.
4. Under the Filter column, select a field to filter users.
5. Repeat step 4 to add more filter criteria fields as required.
6. Click Save as Ad Hoc.

Clone a target

If you have many targets to create with similar filter criteria, you can clone an existing target to use as a basis for a new target.

To clone a target

1. In OrchestraCMS Setup, under Site, click Targets.
2. Under the Action column in the target list, click Clone in the row of the target you want to clone. The target list displays a maximum of 100 targets at any time; you can filter the list by doing one or more of the following:
   1. From the Status list, choose whether to list all, active, or expired targets.
   2. From the Type list, choose whether to list all, predefined, or ad hoc targets.
   3. Use the Not used since fields to only show targets that haven’t been used since a specified date and time.
   4. In the Target Name field, begin typing the name of a target to filter the list.
   5. In the Modified By field, begin typing the username of the user who last modified the target to filter the list.
3. Modify the properties of the new target to meet your requirements. By default, the name of the new target is set to “Copy of cloned target name,” but should be changed to a more relevant name.
4. Click either Save (to save as a predefined target) or Save as Ad Hoc (to save as an ad hoc target).

Edit a target

You can edit the name, description, end date and time, and filter criteria associated with a target. You can’t change a predefined target to an ad hoc target; however, you can achieve a similar result by cloning a target and changing the target type.

When a target is edited, the changes are immediately reflected in any content (published and unpublished) that have that target applied.

To edit a target

1. In OrchestraCMS Setup, click Targets.
2. Under the Action column in the target list, click Edit in the row of the target you want to edit. The target list displays a maximum of 100 targets at any time; you can filter the list by doing one or more of the following:
3. Edit the target properties to meet your requirements.
4. Click either Save (to save a predefined target) or Save as Ad Hoc (to save an ad hoc target).

Delete a target

Only targets that are not applied to any existing content, and have never been applied to any published content, can be deleted. If you want to make a target unavailable to apply to additional content, you can expire it.

To delete a target

1. In OrchestraCMS Setup, under Site, click Targets.
2. In the Action column in the target list, click Delete in the row of the target you want to delete. The target list displays a maximum of 100 targets at any time; you can filter the list by doing one or more of the following:
   • From the Status list, choose whether to list all, active, or expired targets.
   • From the Type list, choose whether to list all, predefined, or ad hoc targets.
   • Use the Not used since fields to only show targets that haven’t been used since a specified date and time.
   • In the Target Name field, begin typing the name of a target to filter the list.
   • In the Modified By field, begin typing the username of the user who last modified the target to filter the list.
3. In the Delete Target dialog, click Yes; if the target is applied to one or more pieces of content, a message confirms this and you will not be able to delete the target.

Assign targets to content

All OrchestraCMS users with edit access to content can assign one or more targets to content. The availability of content on your live site is impacted when a target is applied and the content is published. Only authenticated users who meet the criteria of the applied targets can see the content on your live site.

Each piece of content can have up to 100 targets applied, which can include a maximum of one ad hoc target (any others must be predefined).

Assign a predefined target

Multiple predefined targets can be applied to content. When multiple targets are applied, a user only has to meet the requirements of one of the targets to obtain access to the content.

To assign a predefined target

1. Open the applicable content in the content editor.
2. In the Actions panel, click Properties.
3. Click in the Targets field.
4. In the Select Targets dialog, do the following:
   • The Type field should already be set to Predefined.
   • Optionally, enter a portion of the name of a target in the Search field to narrow the list of targets. A maximum of 100 targets are displayed at a time.
   • Click in the row of the target you want to add to highlight it; you can select multiple targets by holding the Shift or Ctrl key on Windows or the Shift or Command key on Mac.
   • Click the highlighted arrow to add the selected targets to the Predefined Targets list.
5. Click OK.

Assign an ad hoc target

One ad hoc target can be applied to a piece of content. When a user applies an ad hoc target, he or she must set the filter values for each field included in the ad hoc target. Up to 100 values can be set for each field.

To assign an ad hoc target

1. Open the applicable content in the content editor.
2. In the Actions panel, click Properties.
3. Click in the Targets field.
4. In the Select Targets dialog, do the following:
   • Set the Type field to Ad Hoc.
   • Optionally, enter a portion of the name of a target in the Search field to narrow the list of targets. A maximum of 100 targets are displayed at a time.
   • Click in the row of the target you want to add to highlight it.
   • Click the highlighted arrow to add the selected target to the Ad Hoc Target list.
5. In the Choose Values dialog, enter one or more values (comma separated) for each field in the ad hoc target, and then click OK—every field must have at least one value, and up to 100 values can be entered per field. To be granted access, each applicable field on the user record must exactly match one of the specified values for every field in the target (i.e., partial values in the target will not match whole values on the user record—the target must specify the whole field value). Targets are case sensitive. For example, Kingston will not match KINGSTON.

6. Click OK.

Combine targets on content

The following criteria need to be met when combining targets on the same piece of content.

• If a target has a single field with a single value, the user profile must match exactly.
• If the target has a single field with multiple values, the user profile must match at least one value in the list.
• If the target has multiple fields with a single value, the user profile must match values for all the fields exactly.
• If the target has multiple fields and multiple values, the user profile must match at least one value for each field.

When you combine multiple predefined targets on on one piece of content, at least one of the targets must match based on previous rules.

When you combine multiple predefined targets with an ad hoc target, this creates an “AND” condition, where the ad hoc target must be matched along with at least one of the predefined targets.

View, edit, or remove targets applied to content

After targets are applied, you can do the following from the properties dialog of unpublished content:

• View a list of all applied targets.
• Edit the field values of applied ad hoc targets.
• Remove applied targets.
• Take note of any expired targets.

Expired targets are indicated with an icon.