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Users and roles

When a user’s desktop is created, the System Administrator assigns a role to the desktop and user. For example, a user may be a writer or a reviewer or a technical editor. Users may be assigned more than one role and have different roles in a different Project. The permissions within a Project are dependent on the user’s role in the Project.

The Project Manager, or projman, is a role that has distinctive permissions. The table below summarizes the default permissions for the ProjMan and other roles.

 ProjManOther Roles
Workflow rulesNot bound by workflow rules; can forward the Project to any user or task in the workflow.Bound by workflow rules for the Project; can only forward the Project to the next user or task in the workflow.
Editing ContentCan edit any task in the Project he or she creates, even if the task does not allow editing. However, if there is a lock on the data, the Project creator cannot edit the project. Edit locks ensure the integrity of data under modification.Can only perform functions allowed by the current role. For example, if the user is in the role of writer, he or she has edit permissions and can modify data. However, if the user is in a role that is only assigned read permissions, the data cannot be modified by that user. It can only be opened in read-only (view) mode.
Modifying workflowCan modify the workflow for the Project at any task.Cannot modify the workflow.
PostingCan Project a project by selecting option, or through the trigger function.Can only post a Project if a post trigger has been configured in the workflow by the System Administrator or Project Manager. The trigger is not an option, but happens automatically when the Project is forwarded.

If you, as projman, create a Project, you have permissions to change data, change the workflow, and post. Other projman users that are assigned as team members have these permissions but if not a team member, they do not have these permissions.

If you are assigned a task in a Project, when the Project is forwarded to you:
  • The Project appears on your desktop or, if you have an inbox, it appears in your inbox. If you are part of a workpool to which the Project has been forwarded, the Project appears in the workpool object.
  • You become the owner of the Project until you forward it to the next task and user.
  • You receive a forwarding Note. The Note appears on your desktop and tells you who forwarded the Project, when the Project was forwarded, and may contain information from the previous user.

If you are assigned multiple roles in a Project, or different roles in a different Project, know that your role for the current task defines the permissions that you have. For example, suppose you are assigned the role of writer with edit permissions for one task in a Project, and the role of reviewer with read-only permissions for another task in the Project. When the Project is forwarded to you as the writer, you can edit or revise the data within the Project, however, when the Project is forwarded to you as the reviewer, you may have read-only permissions and not be able to edit or revise the data. The workflow defines the tasks and the associated roles. When a Project is forwarded to a task, the role associated with the task defines the permissions you have.

If you are generating new content, you may need to reference data in the Contenta database but outside the Project object. If you need to access data outside the Project, your System Administrator or Project Manager may place the data in read-only mode onto your desktop.

Your role and associated permissions, and the objects placed directly on your desktop, determine your ability to view, modify, and/or access data in the Contenta database.