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Users and Roles

When a user 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 different projects. The permissions within a ContentRoutingProject 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 rulesCan forward objects in the ContentRoutingProject to any next task and user task in the workflow.Can only forward the objects in the ContentRoutingProject to the next user or task in the workflow.
Editing contentCan edit in any task in the ContentRoutingProject you create, even if the task’s role does not allow editing. However, the projman creator cannot edit objects if there is an Edit lock on the data. 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 of the ContentRoutingProject regardless of the current task.Cannot modify the workflow.
PostingCan post a ContentRoutingProject by selecting the Post option, or through a trigger function.Can only post a ContentRoutingProject 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 ContentRoutingProject is forwarded.

If you, as projman create a ContentRoutingProject, you have permissions to change data, change the workflow, and post. Other projman users can also have these permissions for your ContentRoutingProject if they are assigned as team members for the ProjMan role for that ContentRoutingProject.

If you are assigned a task in a ContentRoutingProject, when the one or more of the objects in the ContentRoutingProject is forwarded to you:
  • The ContentRoutingProject 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 one or more of the objects in a ContentRoutingProject has been forwarded, the ContentRoutingProject object appears in the workpool object on your desktop.

  • You become the owner (Routing User) of the forwarded child objects until you forward them to the next task and user.
  • You receive a forwarding note. The note appears on your desktop and tells you who forwarded the objects from the ContentRoutingProject and when. The note may contain information from the previous user.

Objects in the ContentRoutingProject that were not forwarded to the user are displayed in the ContentRoutingProject as read-only.

If you are assigned multiple roles in a ContentRoutingProject, 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 and the role of reviewer with read-only permissions for another task in the same ContentRoutingProject. When objects in the ContentRoutingProject are forwarded to you as the writer, you can edit or revise the objects within the ContentRoutingProject, however, when objects are 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 and permissions. When objects in a ContentRoutingProject are 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 ContentRoutingProject. If you need to access data outside the ContentRoutingProject, your System Administrator or Project Manager may place the data you want a 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.