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Admin Users



iD allows for multiple levels of access, allowing tailored management of what users have to access to. An Admin User account is a prerequisite to allow users to log in to the Intranet DASHBOARD Admin, so they can administrate the different areas of the intranet.

This guide is designed to provide an overview of how Admin Users can be managed within the Intranet DASHBOARD system and how the different user access levels can be granted through the management of Admin Roles. The guide explains the management of Admin User Groups, Admin Roles and Admin Users.

Introduction and Purpose

This is an overview of how Admin Users can be managed within the Intranet DASHBOARD system and how the different user access levels can be granted through the management of Admin Roles.

This functionality is split into three main areas: 

  1. Admin User Groups

  2. Admin Roles

  3. Admin Users

Prerequisites

The contents of this guide assumes the following pre-requisites: 

General Prerequisites

  • Super User access to the Intranet DASHBOARD Administration system as the guide requires access to creating Admin Users, Admin User Groups and Admin Roles.

iD Version

  • Intranet DASHBOARD 3.0 or above is installed.

Intranet DASHBOARD Administration

There are multiple access levels of Intranet DASHBOARD allowing tailored management of exactly what users have access to. An Admin User account must be created to allow users to log in to the Intranet DASHBOARD administration to allow administration of the different areas of the system.

The Admin Users section within the system allows you to manage these user accounts, thereby, controlling who can access the administration system, and what level of access they have. (See Figure 1 – Admin Users Section) Each Admin User has detailed information stored about them within the system and is either classified as a ‘Super User’ or 'Admin User':

  • A Super User has access to all applications within all subsites, and all of the administration options on the system.

  • An Admin User has restricted access to subsites and applications and different areas of the administration system which is managed through Admin Roles and User Groups.


The sections below outline how these Admin User accounts can be created and explains how Admin Roles and Admin User Groups can be defined to administer these accounts.


Figure 1 - Admin Users Section

Login to the Administration

To manage intranet content, users need to access the Intranet DASHBOARD Administration which can be accessed through a web browser by going to http://yourintranet/admin/ (where your intranet is the name of your intranet)

On installation the default login username: “superuser”, password: “dashboard” and click login. Please note this may have been changed following the installation of Intranet DASHBOARD.

If this is the first time you have logged into the administration section of your intranet you will be prompted to confirm/change your details including your password.

Figure 2 - Confirm/Change User Details

Note: Once you have logged in you may change your details (including your password) by clicking the change details button at the top right-hand corner of the screen.


Figure 3 - Intranet DASHBOARD Administration

Admin User Groups

An Admin User Group provides access to certain for a particular subsite. To access the

A user group can also provide access to certain

Please Note: Intranet DASHBOARD comes with a set of default Admin User Groups and in the majority of cases it is recommended that additional Admin Roles are created rather than creating additional Admin User Groups.

Add Admin User Group

Step 1 – To Add a new Admin User Group, select Administration > Expand Admin Users > Expand Admin User Group > Select Add Admin User Group from the Application Explorer

Step 2 – You will now be taken through a step by step Wizard to fill out the ‘Details’ of adding a new Admin User Group. Enter the Details of the Admin User Group:

- Name; enter a name to describe your User Group

- Permission Level; select the permission level required to be able to assign a user to this group. This is the minimum permission level that is required by an admin user to be able to assign an Admin User Group being created. This will be Administrators by default; this will allow both Administrators and Super User to add users to the group. The permission level can also be set to Super Users which will allow only Super Users to add admin users to the admin user group. 

- Active; select the Active checkbox to make the Admin User group active

Click Next to continue

Step 3 – Pages, select and tick the checkboxes of the applications and application

 
Figure 4 – Add Admin User Group Wizard

Click Next to continue.

Step 4 – Application Groups, if required select the Application Groups within the Applications that the user group will have access to. e.g. Normal News in news.

Step 5 – Select Next and then Finish.

Edit Admin User Group

Step 1 – To Edit an existing Admin User Group, select Administration > Expand Admin Users > Expand Admin User Group > Select Edit Admin User Group from the Application Explorer

Step 2 – Select the Edit link associated to the Admin User Group you would like to edit

Step 3 – Select the Details, Pages, Application Groups or Members tab to update and modify the Admin User Groups information.

Step 4 – Click Apply and OK to save your changes

NOTE: Predefined Admin User Groups cannot be modified as these have been locked down by the system, however can be viewed.

Admin Roles

An Admin Role is a collection of Admin User Groups that grants administrators an efficient method of quickly assigning Admin Users to a set of pre-defined ‘Roles’ for selected subsites.

By creating these Admin Roles this enables easy definition of roles that allows the ability to control and govern the different access levels for Admin Users. An Admin User can have multiple roles for different subsites.

For Example An Admin User can be a Group Manager of the Departments subsite group and also a Site Manager or Contributor of the Home site.

By default Intranet DASHBOARD comes with three default Admin Roles:

1. Group Manager Admin Users responsible for updating, maintaining and managing all sites within a subsite group.

2. Site Manager – Admin Users responsible for maintaining and managing an entire subsite. Typically a site manager is responsible for maintaining the homepage.

3. Site User – Admin Users responsible for updating and maintaining areas of content within a subsite.

Additional Admin Roles can be created that determines both the level at which a user is granted access to subsites and subsite groups as well what User Groups the Role includes.

Add Admin Role

Step 1 – To Add a new Admin Role, select Administration > Expand Admin Users > Expand Admin Roles > Select Add Admin Role from the Application Explorer

Step 2 – You will now be taken through a step by step Wizard to fill out the ‘Details’ of adding a new Admin Role.

Enter the following Details of the Admin Role:

- Title; enter a title to describe the Admin Role

- Role Type; select the Role Type from the drop down list

The Role Type list contains three available options that control the level of access for the Admin user being created:

Custom Administrator – users are given access to specific applications only, based on the User Groups selected in the proceeding step

Site Manager – users are given access to specific applications within a subsite; however they can also perform administrative tasks such as adding additional users

Group Manager - users are given access to specific applications at a Subsite Group level; however they can also perform administrative tasks such as adding additional users

** See Table 1 – Roles and Permissions


Table 1 - Roles and Permissions

- Inherit; the Inherit option means that when a Role is applied to an Admin User for a subsite it will inherit down to any child subsites as well.

For example if a user has been granted access to the subsite ‘/Marketing/’, through the use of a Role with Inherit selected, if a new subsite is 'created with the URL of  ‘/Marketing/PR/’ then the admin user will automatically be granted the same rights in that subsite as they do for the parent subsite.

    Click Next to continue.

Step 3 – User Groups, select the Admin User Group(s) you wish to apply to the Role.

Figure 5 - Add Admin Role - User Groups

Step 4 - Select Next and then Finish.


Edit Admin Role

Step 1 – To Edit an existing Admin Role, select Administration > Expand Admin Users > Expand Admin Roles > Select Edit Admin Role from the Application Explorer.

Step 2 – Select the Edit link associated to the Admin Role from the Admin Role List you would like to edit.

Figure 6 - Edit Admin Role List

Step 3 – Select the Details or User Groups tab to update and modify the Admin Role information. See Add Admin Role for more information.

Step 4 – Click Apply and OK to save your changes.

Admin Users

An Admin User is the account created for a person, allowing them to log into Intranet DASHBOARD Administration System in order to administrate sections of the system.

There are two types of users; Superuser or Admin User. A superuser has access to all applications within all subsites, and all of the administration options on the system.

An Admin User has restricted access to applications and different areas of the administration system which is associated and dependent on the Admin Roles that have been applied to the Admin User.

This section demonstrates how to manage the Admin Users of Intranet DASHBOARD and how you can assign different Roles to the Admin User. You can create new Admin Users, and also edit or delete existing Admin Users.


Add Admin User

Step 1 – To Add a new Admin User, select Administration > Expand Admin Users > Select Add Admin User from the Application Explorer.

Step 2 – You will now be taken through a step by step Wizard to fill out the ‘Details’ of adding a new Admin User.

Optionally enter or search for the Base User’s website identity. This functionality will import the user’s details such as Given Name, Last Name and Email Address into the proceeding steps of the Add User wizard.

Figure 7 - Add Admin User-Base User

To skip this step, simply click Next.

Step 3 – Enter the Details of the Admin User:

  • Given Name
  • Last Name
  • Email Address
  • Phone Number etc and any other details you would like to enter

Click Next to continue.

Step 4 – Modify the user's User Name, Password and Active status as required. The Is Superuser checkbox can be selected if you wish the user to be granted full access to everything within the administration. Selecting this option will bypass the need to complete the next step in the wizard (ie. Step 4. User Access).

Figure 8 - Add Admin User - User Details

Step 5 – To assign Roles and determine the user access for a user, click on the Subsite or Subsite Group you would like to give the user access to, then assign the appropriate Role to the user by selecting from the Roles available within the Add/Change Role dropdown list.

To create and assign a custom set of Admin User Groups (Custom Role) for the user, select the Custom Administrator option within the Add/Change Role dropdown list (only available at the subsite level), then using the Custom Administrator Settings, select the desired User Group(s) you wish to add the user to. Once the desired Custom Role settings have been selected, click the Save Custom Role button to save the Role.

Figure 9 - Add Admin User-User Access

Repeat either of the above processes to give the user access to multiple subsites with the same or varying Role settings.

To remove an assigned Role, select the desired Subsite or Subsite Group and select the Remove button from the Remove Role section.

Click Next to continue.

Step 6 – Select the Send notification email to new user if you wish the new Admin user to be notified that their account has been created and ready for use.

Click Next to continue.

Step 7 – Click Finish.

Admin User details can be maintained within the Administration system where you can update the personal information of the user, and modify both the level of access and areas of the system which the user should have access to.


Edit Admin User

Step 1 – To Edit an existing Admin User, select Administration > Expand Admin Users > Select Add Admin User from the Application Explorer

Step 2 – Select the Edit link corresponding to the Admin user from the Admin User List you would like to edit

Step 3 – Select the User Details to modify the users information associated with Intranet DASHBOARD.

- Username; the username for the Admin User Account.

- Password; the password can be reset for the Admin User by selecting the Change button and entering a new password.

- Is Superuser; select the Is Superuser checkbox if you wish the user to be granted full access to everything within the administration

- New User; select the New User checkbox to force the user to confirm their details and change their password during their next login

- Active; select the Active checkbox to temporarily block a user's access to the system; you can make their account inactive.

- Reset iDDA User Account; the Reset iDDA(iD Desktop Assistant) User Account will sometimes need to be reset as the User ID of the Admin User account is locked down to an IP address for the computer it was originally logged in with. If the user wishes to login to the iD Desktop Assistant via another computer this button can be selected to reset the iDDA User Account. This only applies when the iD Desktop Assistant is being used.

The Personal Details tab allows you to modify the personal information of the account.

The User Access tab allows you to edit and modify the user’s access to selected subsites.

The Base User tab allows you to edit which website user that the Admin user is associated with.

Step 4 – Click Apply and OK to save your changes.

​Related Links

Download the full iD Admin User Access Guide here

 
 
 
 
 
 
iD Help refers to iD 8
 
 
 
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