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Manage OrchestraCMS profiles

Each OrchestraCMS user belongs to an OrchestraCMS profile. Each profile defines the permissions that determine what a user can do in OrchestraCMS. Each is associated with a single OrchestraCMS user license type, which determines the baseline permissions that can be granted to users.

A user with an OrchestraCMS System Administrator or OrchestraCMS Site Administrator license sets the permissions for profiles.

Each OrchestraCMS profile is also associated with one or more Salesforce profiles, and only users belonging to those Salesforce profiles can be added to the OrchestraCMS profile.

Manage profiles

OrchestraCMS profiles can further limit the permissions set by the user license that the profile is associated with. For example, a profile could be assigned the OrchestraCMS Editor license, which allows users to create, edit, and publish content and pages, but a specific profile associated with that license could restrict users from publishing.

Each OrchestraCMS profile is associated with an OrchestraCMS license type. Every user added to an OrchestraCMS profile is assigned the associated license type.

The OrchestraCMS System Administrator profile is created and configured by default. This profile is automatically assigned to the Salesforce user who installed the first site to OrchestraCMS. This profile has all permissions turned on and cannot be modified.

There are two types of OrchestraCMS profiles:

  • Internal (standard) profiles. These are profiles for internal users who require access to OrchestraCMS. These profiles can be associated with the following OrchestraCMS user licenses: OrchestraCMS System Administrator, OrchestraCMS Site Administrator, OrchestraCMS Editor, OrchestraCMS Author, or OrchestraCMS Publisher.
  • Portal profiles. These are profiles for portal and community users who are external to your organization. These profiles can only be associated with the OrchestraCMS External Previewer license.

The ability to create a portal profile will only be available if your organization has at least one OrchestraCMS External Previewer license available.

To create an internal OrchestraCMS profile

  1. In OrchestraCMS Setup, under Site, click Profiles.
  2. Click New Profile.
  3. Enter a descriptive name for the profile in the Name field, for example, “Content Editor.”
  4. Enter a description in the Description field.
  5. Select the license you want to associate with the profile from the OrchestraCMS License list. This determines the maximum permissions that users assigned to this profile can have.
  6. Optionally, under Select OrchestraCMS Workspace, you can change the workspace for users assigned to this profile. By default, the OrchestraCMS Workspace is selected. This workspace displays all of the functionality included in the Simplified Authoring Workspace, plus additional functionality.
    • The other workspace option is the Simplified Authoring Workspace, designed for users who only need the basic functionality required to author content. This workspace includes a simplified version of OrchestraCMS:
    • With the Simplified Authoring Workspace, you can set an Auto Save interval. This is how often, in seconds, that content will be automatically saved while the user is modifying it. For either workspace, you can select to Disable Page Editor Panel Tooltips.
  7. Specify the permissions for the profile. The license type determines the permissions that are initially available. You can further limit the permissions as required. The permissions are closely mapped to the Salesforce permissions that are created when a profile is saved.
  8. Click Save.
  9. The Salesforce permission set is now generated, based on selected OrchestraCMS permissions, and registered with the OrchestraCMS profile. The generated permission set appears in Salesforce with the prefix OCMS, the OrchestraCMS profile name, and the site name.

To create a portal profile

  1. In OrchestraCMS Setup, under Site, click Profiles.
  2. Click New Portal Profile.
  3. Enter a descriptive name for the profile in the Name field, for example, “External User”.
  4. Optionally, enter a description of the profile in the Description field.
  5. From the OrchestraCMS License list, select OrchestraCMS External Previewer. This is the only license available to select for portal profiles.
  6. Click Save.

OrchestraCMS profile permissions

The following contains the OrchestraCMS permissions that can be assigned to various internal OrchestraCMS profiles. No OrchestraCMS permissions can be assigned to portal profiles; these are strictly used to allow external users to view unpublished pages via a link that is provided to them.

Permission name

                                         Purpose

                                 Administrative Permissions

Site Setup

Provides access to the Setup section. Users must have this permission to be granted any other administrative permission. Selecting this permission automatically selects all other administrative permissions, but individual permissions can be subsequently removed.

Site Upgrade

Provides access to the Site Details page and the ability to edit fields on the page.

Tags

Provides access to and the ability to edit fields on the Tags page.

Page Cache

Provides access to the Page Cache page and the ability to initiate a site-wide page cache refresh.

Content Cache

Provides access to the Content Cache page and the ability to initiate a site-wide content cache refresh.

Page Templates

Provides access to the Page Templates page and the ability to install, uninstall, and edit page templates.

Content Templates

Provides access to the Content Templates page and the ability to edit installed content templates.

Content Types

Provides access to the Content Types page and the ability to edit core content types, create custom content types, delete custom content types, and edit custom content types.

Customer Portal

Provides access to the Customer Portal page and the ability to assign a default login page, change password page and my profile page.

Error Pages

Provides access to the Error Pages page and the ability to assign custom error pages.

Libraries

Provides access to the Manage Libraries page and the ability to add libraries, remove libraries, enable libraries, disable libraries, synchronize Amazon and Google libraries, and edit libraries. This permission is different than the library permissions required to manage media library files on the Media section or within content and page editors.

Licenses

Provides access to the Licenses page and the ability to input license keys check for license changes, view current licenses, and install OrchestraCMS Extensions (if applicable).

Priority Levels

Provides access to add, rename, delete and reorder Priority Levels; also to define the expiry duration that can be applied to any priority level.

Profiles

Provides access to the Manage Profiles page and the ability to create, edit, and delete OrchestraCMS profiles.

Overture Section

Provides access to general Overture section settings, and to determine what the user in each OrchestraCMS profile can see and edit on the Overture section.

Scheduler

Provides access to the Manage Schedules page and the ability to start the scheduler; stop the scheduler; and create, edit, and delete mail-out schedules for email publications and notifications.

Access Levels

Provides access to the Manage Access Levels page and the ability to create, edit, and delete access levels (requires the OrchestraCMS Private Sharing feature license).

Targets

Provides access to the Manage Targets page and the ability to create, edit and delete targets (requires the OrchestraCMS Targeting feature license).

Search Index

Provides access to the Search Index Mapping Section.

Remote Sites

Provides access to the list of Web addresses that one can invoke through the OrchestraCMS REST proxy.

Unlock

Provides access to locked content and pages and the ability to unlock them.

Compliance Engine

Provides access to the Manage Compliance Engine page and the ability to manage restriction group types, restriction groups, and restrictions (requires the OrchestraCMS Compliance Engine feature license).

Approval Process

Provides access to the Workflow page and the ability to enable or disable an approval process.

Languages

Provides access to the Languages menu item in OrchestraCMS Setup and all of the related features on the Manage Languages page (requires the OrchestraCMS Multilingual Sites license).

Translation Groups

Provides access to the Translation Groups menu item in OrchestraCMS Multilingual Sites Setup and all of the related features on the Manage Translation Groups page (requires the OrchestraCMS Multilingual Sites license).

Pages

Provides access to the Pages section. Users must have this permission to be granted any other page permission. Selecting this permission automatically selects all other page permissions, but individual permissions can be subsequently removed.

                      Page Permissions

Create Pages

Allows the user to create new pages.

Edit Pages

Allows the user to edit existing pages.

Publish Pages

Allows the user to publish pages, or if an approval process is enabled, send pages for approval. This does not include publishing the site map.

Edit Site Map

Allows the user to add pages to, move pages within, and remove pages from the site map.

Publish Site Map

Allows the user to publish the site map.

                     Content Permissions

Content

Provides access to the Content section. Users must have this permission to be granted any other content permission. Selecting this permission automatically selects all other content permissions, but individual permissions can be subsequently removed.

All Types

Automatically selects the Create, Edit, and Publish permissions for all content types. Individual permissions can be subsequently removed.

Individual Content Type

Automatically selects the Create, Edit, and Publish permissions for the individual content type. Individual permissions can be subsequently removed.

Create

The uppermost Create permission automatically selects the Create permission for all content types. You can also select the Create permission for individual content types. The Create permission grants the ability to create new content items.

Edit

The uppermost Edit permission automatically selects the Edit permission for all content types. You can also select the Edit permission for individual content types. The Edit permission grants the ability to edit existing content items.

Publish

The uppermost Publish permission automatically selects the Publish permission for all content types. You can also select the Publish permission for individual content types. The Publish permission grants the ability to publish content items, or if an approval process is enabled, send them for approval.

                              Library Permissions

Manage Libraries

Provides access to the Media section. Users must have this permission to be granted any other library permission. Selecting this permission automatically selects all the other library permissions, but individual permissions can be subsequently removed.

All Libraries

Automatically selects the View, Upload, Create Folder, Edit, and Delete permissions for all libraries. Individual permissions can be subsequently removed.

View

The uppermost View permission automatically selects the View permission for all libraries. You can also select the View permission for individual libraries. The View permission grants access to the library so the user can view the library and add files contained in the library to content items. This permission is required if you want to grant Upload, Create Folder, Edit, or Delete permissions for a library; otherwise, the user won’t be able to access the library to perform actions.

Upload

The uppermost Upload permission automatically selects the Upload permission for all libraries. You can also select the Upload permission for individual libraries. The Upload permission grants the ability to add files to the library.

Create Folder

The uppermost Create Folder permission automatically selects the Create Folder permission for all libraries. You can also select the Create Folder permission for individual libraries. The Create Folder permission grants the ability to create a new folder within a library.

Edit

The uppermost Edit permission automatically selects the Edit permission for individual libraries. The Edit permission grants the ability to edit files and folders within a library (rename and edit metadata).

Delete

The uppermost Delete permission automatically selects the Delete permission for all libraries. You can also select the Delete permission for individual libraries. The Delete permission grants the ability to delete files and folders within a library.

                         Approval Process Permissions

Allow users with the profile to publish independently of the approval process

If an approval process is enabled for the site, this permission grants the ability to publish independently of the approval process. Instead of having to send a page or content item for approval, users with this permission can publish directly.

You can delete an OrchestraCMS profile after it is created. By deleting a profile, you are deleting the Salesforce permission set that was created for this profile, and removing any associated users and their permission sets that were assigned from the Manage Permissions page in OrchestraCMS. Only permission sets that are not shared by this user under a different site profile will be removed. This action cannot be undone.

To delete an OrchestraCMS profile

  1. In OrchestraCMS Setup, under Site, click Profiles.
  2. Click Delete next to the profile you want to delete.

After OrchestraCMS profiles have been created, you can assign users to them. Once users are assigned to an OrchestraCMS profile, they are also assigned a user license that matches the one selected in the OrchestraCMS profile.

To assign a Salesforce user to an OrchestraCMS profile

  1. In OrchestraCMS Setup, under Site, click Profiles.
  2. Click Edit beside the profile to which you want to add a user.
  3. Click Manage Users.
  4. Click Add User.
  5. In the window that appears, click to select the Salesforce users that you want to assign to the OrchestraCMS profile, and then click Save.

If your organization has many OrchestraCMS profiles to manage, the ability to filter the list of profiles on the Manage Profiles page makes it easier to locate a specific profile. You can filter profiles by the associated OrchestraCMS user license or by the name of the OrchestraCMS profile.

To filter the list of OrchestraCMS profiles

  1. In OrchestraCMS Setup, under Site, click Profiles.
  2. On the Manage Profiles page, do one or both of the following:
    • From the OrchestraCMS User License dropdown, select the license that is associated with the OrchestraCMS profile you want to locate.
    • In the Profile Name box, begin typing the name of an OrchestraCMS profile that you want to locate.

You can use both filter methods at the same time, and the profile list will only display the profiles that meet both of the filter criteria.