Permissions

When it comes to permissions in Mura CMS, the most important thing to keep in mind is that all permissions are "group-based." So, instead of thinking about individual users, it's better to think in terms of groups. This concept applies whether we are talking about restricting access to a specific section of your site, or we are talking about "editing" privileges for various groups throughout your website. As you'll see, you can always create a group with only one individual assigned to it, if you really need to only allow one person access to something in particular.

That said, Mura CMS has included some very powerful features to assist you in setting up your desired permissions for various sections of the administration area, including the rights and privileges each group has when it comes to creating and managing content, or even accessing different areas of the front-end, public-facing side of your site.

 

Author vs. Editor Roles

Before you begin creating and granting/limiting "editing" privileges to any groups, it is important to understand the differences between the two primary "roles" within Mura CMS: Editor and Author.

  • Editor
    • Groups granted "Editor" permissions are able to "write" content, as well as "publish" content. This means they can create new content items, update existing content items, delete content items, and even publish content items (or, make them "live"), but only within the section(s) of the site where they have been granted these privileges.
  • Author
    • Groups granted "Author" permissions can only "write" content. This means they can create new content items, and update existing content items. However, they are unable to publish or delete content items.

In addition to these primary roles, you can also grant "Read Only" access, or even explicitly "Deny" access to any group(s) throughout the administration area.

You should keep these roles in mind when creating your groups. For example, you may have a section of your site where you want members of your "Marketing" group to be able to edit the content. However, you may not want everyone in the Marketing department to be able to have "Editor" permissions. So, instead of having a group called "Marketing", you could have a group of "Marketing Editors" and a group of "Marketing Authors", so you can segment your department to accommodate your needs.

 

Creating & Managing Groups

All permissions in Mura are group-based. As such, it's important to take time to think about the structure of your site, and how you wish to enable and/or restrict access throughout it. Also, as discussed in the "Author vs. Editor Roles" section, you should consider these roles/privileges when creating your groups.

There are two main "pools" of groups within Mura: System Groups, and Member Groups. The key difference between these pools of groups is System Groups have access to the back-end administration area of Mura, and Member Groups do not. This doesn't mean Member Groups cannot edit content, it simply means users of Member Groups cannot log in to the back-end administration area, unless they are also a member of a System Group.

This may sound somewhat confusing if you're new to managing groups and users. However, be patient, read through this entire section, and you will find Mura can accommodate some of the most complicated scenarios you can think of with ease.

How to Access Users & Groups

  1. From the back-end administration area of Mura, click Users from the primary navigation to reveal an additional set of menu items.
  2. To manage users, select Users.
  3. To manage groups, select Groups.
  4. You can also select Add User to add a new user, or Add Group, to add a new group.
  5. To delete a group, from the Users & Groups screen, select the three-dot menu on the row of the group you wish to delete, and click Delete.
  6. You should be prompted with an Alert dialog box. To confirm, select OK. To cancel, click Cancel.

System Groups

All System Groups have access to the back-end administration area of Mura. So, if you need to allow a user access to the back-end administration area, they must be a member of a System Group.

How to Access System Groups

  1. From the back-end administration area of Mura, select Users from the main navigation, then Groups, and click the System Groups tab.
  2. By default, there is a single System Group labeled Admin. This group is required and cannot be deleted.

Admin System Group

The Admin System Group is created when Mura is first installed. You can't change the name, or delete it. Any users who are members of this group will automatically be granted the ability to:

  • Create and Manage System Groups and Member Groups
  • Create and Manage Users
  • Manage Permissions
  • Write and Publish Content
  • Access most areas of the administrator within the site
  • And more!

So, as you can see, members of the Admin System Group have quite a bit of access and privileges. Only users who have been granted "Super Admin User" privileges have more power than members of the Admin System Group. We'll discuss "Super Admin Users" in another section.

How to Create/Manage a System Group

You will most likely want to create a number of System Groups to accommodate your organization's desires for enabling and/or restricting access to specific sections of your site.  Before creating any groups, it is a good idea of to have a clear picture of the sections and/or pages each group will be responsible for, and the permissions and roles you wish to grant them. Try not to think of the individual users themselves. Instead, think in terms of the group, even if the group may only contain one user.

Follow the steps below to create/manage a System Group.

  1. From the back-end administration area of Mura, select Users from the main navigation, then click Add Group.
  2. Complete the information on the Group Maintenance Form:
    • Group Type
      • Select System Group
    • Group Name
      • Enter a name for the group. For example, "Marketing".
    • Group Email
      • If your organization has an email address that includes all users of the group, you may enter it here. For example, "marketing@yourdomain.com".
    • Content UI Assignments
      • You may optionally restrict which tab(s) the group has access to when editing content. To select more than one tab assignment, <CTRL> + Click on a PC, or <Command> + Click on a Mac.
  3. Click the Add or Update button when finished to save your changes.
  4. Your new/updated group should be visible in the listing of System Groups.
  5. Repeat these steps for each System Group you wish to add.

Publishing Workflows

In this section, you will learn about the various publishing workflow options that are available to you. From little-to no workflow at all, to forcing all content to go through strict approval chains, Mura can accommodate your organization's publishing workflow needs.

Simple Publishing Workflow

As you learned throughout the Permissions section, all permissions are "group-based." As you've also learned in the Author vs. Editor Roles section, "Editors" can write and publish content, while "Authors" can only "write" content. Whether you realized it or not, these are the basic cornerstones of the most basic publishing workflow within Mura.

In short, granting a group "Editor" privileges means users in the group can already publish their content. So, there's no need to notify anyone to review their additions and/or changes before making it "live." However, restricting a group to "Author" privileges forces those users to notify someone with "Editor" privileges in order to publish their additions and/or changes.

How "Authors" Can Notify "Editors"

In smaller organizations, of course an "Author" might be able to simply ask a known "Editor" who might be nearby to log in and review their new content. Or, "Authors" could send their own email message to a known "Editor" as well. However, "Authors" could also follow the steps outlined below to leverage a baked-in feature of Mura to send an email with a link to review the content. The steps below aren not limited to "Authors" as they could also be used by "Editors," if they wish to notify someone else about their changes.

  1. When finished creating and/or updating a content item, select the Publishing tab.
  2. Towards the bottom of the Publishing tab, located the field labeled "Notify For Review."
  3. When you enable "Notify for Review" by clicking the checkbox, a couple of additional form fields should appear labeled "Send to" and "Message." The "Send to" field is a multi-select menu listing other users and their roles/privileges such as "Author" and "Editor." You may select users by using <CTRL> + click on a PC, or <CMD> + click on a Mac.
  4. If you wish to include a detailed message, you may enter it in the "Message" field. Otherwise, the default text will be sent.
  5. Click the Save Draft button, to save your changes, and an email will be sent to the selected user(s).

 

Content Staging

The Content Staging Manager provides a way to schedule a collection of content, via "Change Sets," to publish at the same date and time. A Change Set is like a bucket, where you can toss in any changes you want to make "live" at the same moment. In addition to being able to simultaneously publish a group of content, you can preview a site as if the content assigned to specific Change Sets has been published, before it's actually published.

Some organizations may also be interested in using Mura's ability to force all changes to be published via Change Sets, versus allowing the traditional ability to publish one-off changes.

How to Enable/Disable the Content Staging Manager

To enable or disable the Content Staging Manager, follow the steps below.

  1. From the back-end administration area of Mura, select Site Settings, then click Edit Settings.
  2. Select the Modules tab.
  3. Locate the field labeled Content Staging Manager, then select "On" to enable it, or "Off" if you wish to disable it.
  4. Click Save Settings.

 

Create a Change Set

As previously mentioned, Change Sets are like buckets where you can toss all kinds of new content and updates together in one place. To create a Change Set, follow the steps below.

  1. From back-end administration area, select Staging on the main navigation.
  2. This should display the Content Staging screen.
  3. Click the Add Change Set button.
  4. You should now see the Add Change Set screen.
    • Basic Tab
      • Name
        • A unique name for the Change Set (e.g., 2017 Summer Promo).
      • Description
        • A description that may be helpful for anyone viewing or editing the Change Set.
      • Close Date
        • The Close Date field may be used to prevent any users from adding more content after the specified date. This is useful so that users who need to review and/or approve the change set have time to do so, prior to the Change Set being published, which is why it's typically a good idea to enter a date and time at least a day or two ahead of the Publish Date.
      • Publish Date
        • This is the date and time all content assignments in the Change Set should go "live."
    • Categories Tab
      • You may categorize your Change Set by selecting your desired categories.
    • Tags Tab
      • You may enter a comma-delimited list of tags for the Change Set.
  5. Click Add, to save your new change set.

Assign Content to a Change Set

Mura allows you to add content items to Change Sets as well as Components and Forms. To add content to a Change Set, follow the steps below.

  1. Either create a new content item, or select an existing content item you wish to edit specifically for the Change Set.
  2. Once you have made your desired additions and/or changes, simply click the "Save to Change Set" button.
    Note: Only groups with "Editor" privileges will be able to see the "Save to Change Set" button.
  3. This should launch the Assign to Change Set dialog window. Select your desired Change Set from the list.
  4. Or, select the radio button next to the "Add Change Set" text box, enter a "Title" for it.
  5. Click Save, to save your changes to the Change Set.
  6. Repeat these steps for all content you wish to add to the Change Set.

View Content Assignment List

Mura maintains a listing of all content that has been assigned to each Change Set. To view the assignments, follow the steps below.

  1. From the back-end administration area of Mura, select Staging from the main navigation.
  2. You should be taken to the Content Staging screen.
  3. From the list of available Change Sets, select the three-dot menu next to the Change Set you wish to view assignments for, and select the Assignments option.
  4. You should be taken to the Change Set Content List screen. Any content, components, or forms that have been assigned to the Change Set, should be listed here.

Preview a Change Set

Once you have added content to a Change Set, you can preview your site to see what it will look like once the Change Set has been published. To preview a Change Set, or obtain a URL to share with other team members, follow the steps below.

  1. From the back-end administration area of Mura, select Staging from the main navigation.
  2. You should be taken to the Content Staging screen.
  3. From the list of available Change Sets, select the three-dot menu next the your desired Change set, and select the Preview option.
  4. Or, from the list of available Change Sets, select the three-dot menu next to the Change Set you wish to view assignments for, and select the Assignments option.
  5. You should be taken to the Change Set Content List screen. Here, you either click the Preview Change Set button, or click the shareable URL.
  6. The shareable URL may be used by people who don't even have an account in Mura, to see what the site would look like as if the changes were "live" or published. This is useful for organizations where people, such as managers, may want to see your changes, but not necessarily make any changes, or approve anything per se. As you can see in the image below, when a non-Mura use navigates to the shareable URL, an extremely limited version of Mura's front-end toolbar will appear at the top of the screen.
  7. Hovering over the name of the Change Set will reveal a list of other Change Sets, as well as the option to select "None" to exit the preview.
  8. Hovering over the next icon, will reveal a listing of content items included in the Change Set. You can click any of the links to navigate to the pages to view them in the future state as well.
  9. The last icon on the front-end toolbar indicates whether or not the content item you're currently viewing is included in the Change Set. A checkmark indicates "Yes," and the universal symbol for No (or sometimes "Ban"), indicates the content item is not included.

     

Publish a Change Set

If you enter a Publish Date when creating a Change Set, the Change Set will automatically publish all of the content assignments on that date and time. However, there may be times when you wish to publish everything ahead of schedule. So, Mura also allows you to manually publish a Change Set at any time.

  1. From the back-end administration area of Mura, select Staging from the main navigation.
  2. You should be taken to the Content Staging screen.
  3. From the list of available Change Sets, select the three-dot menu next the your desired Change set, and select the Edit option.
  4. You should be taken to the Edit Change Set screen.
  5. If you're ready to publish the Change Set, click Publish Now.
  6. You should be presented with an Alert dialog window to confirm your decision to publish. Select "OK" to confirm, or "Cancel" to stop.
  7. Assuming you selected "OK," your Change Set should now be "live" and viewable on the public-facing side of your site.

Roll Back a Change Set

If you have published a Change Set, and for some reason, you wish to "un-publish" it, you can do so using Mura's "Roll Back" feature. Follow the steps below to Roll Back a Change Set.

  1. From the back-end administration area of Mura, select Staging from the main navigation.
  2. You should be taken to the Content Staging screen.
  3. From the list of available Change Sets, select the three-dot menu next the your desired Change set, and select the Edit option.
  4. You should be taken to the Edit Change Set screen. You should also see a notice that the change set has been published.
  5. Click the Roll Back button to un-publish your Change Set.
  6. You should be presented with an Alert dialog window to confirm your decision to roll back. Select "OK" to confirm, or "Cancel" to stop.
  7. Assuming you selected "OK," your Change Set should now revert back to un-published.
     
    Note: Any "new" content which was originally assigned to the Change Set will still be "published." This behavior may change in a future version of Mura.

Enable/Disable Publish via Change Sets Only

If desired, you can force all content changes to be published through Change Sets, versus the standard publishing process. To enable or disable this feature, follow the steps below.

  1. From the back-end administration area of Mura, select Site Settings, then click Edit Settings.
  2. Select the Modules tab.
  3. Locate the field labeled Publish via Change Sets Only, then select "On" to enable it, or "Off" if you wish to disable it.
  4. Click Save Settings.

Summary

In this section, you've learned how to create/manage groups and users, and learned the difference between "author" and "editor" roles. You also learned how to apply editing privileges to each group throughout the content area, and also how to enable or restrict access to other areas of the administrator such as who can manage Categories, Collections, and more. Lastly, you learned about the variety of publishing workflow options, and most likely discovered the one that best fits your organization's needs.