Roles and Workflow


Roles and Workflow


Description

The KU CMS allows users of various skill levels to contribute to the management of a KU website. Determining roles will depend on the size and web capabilities of the team members managing your KU CMS site.

There are two roles in KU CMS - Sunflower:

  • Editor
  • Site Administrator

Editor Role

Editors are responsible for basic content management of their KU CMS site. The Editor role allows subject matter experts to create and update their own content.

Editors have the ability to:

  • Create and update content
  • Publish/unpublish content
  • Delete content
  • View unpublished content
  • View and revert to earlier versions of a page
  • Create and edit URL aliases
  • Update menu/link structure

Site Administrator Role

Site Administrators are responsible for the overall setup, design and functionality of their KU CMS site. They have advanced permissions, including the ability to manage site-level settings and configurations.

Site Administrators have the ability to:

  • Create and update content
  • Publish/unpublish content
  • Delete content
  • View unpublished content
  • View and revert to earlier versions of a page
  • Create and edit URL aliases
  • Update menu/link structure
  • Manage numerous site-level settings and configurations
  • Add Editors and other Site Administrators
  • Create and manage blocks
  • Create and manage content types and views
  • Add custom CSS and Javascript

Guidelines and Best Practices

  • Determining roles will depend on the size and web capabilities of the team members managing your KU CMS site.
  • Limit the number of individuals with Editor and Site Administrator roles on your KU CMS site to only those essential and actively engaged in the site management process.
  • Maintain active communication across all site Editors and Site Administrators
  • Collaborate across all users and roles to develop and implement a Site Maintenance Plan, including at minimum a bi-annual site review. See Site Maintenance Plan.
  • See Site Maintenance for more information, including guidelines and best practices.

Workflows

  • The automated workflow and notification system using the Contributor role in the previous KU CMS is not available in KU CMS - Sunflower and after.
  • Site management teams are encouraged to develop their own internal workflows for content management outside the KU CMS system.
  • Custom workflows can be created on a site-by-site basis. Contact KU Web Services at websupport@ku.edu for assistance with custom workflows.

Adding Editors and Site Administrators

See User Management for instructions on adding Editors and Site Administrators.