Users

Add a User

easyDITA Administrators can add new users.

  1. In the Dashboard interface, on the left, click Users.
  2. Click New User.
  3. In the New User window:
    1. In the Username field, enter the email address of the user that you want to add.
    2. Fill in the First Name field.
    3. Fill in the Last Name field.
    4. From the Role drop-down menu, select a relevant option.
      For more information about user roles in easyDITA, see User Roles, Permissions, and Privileges.
    5. From the Groups drop-down menu, select relevant options.
      For more information about user groups in easyDITA, see User Groups.
    6. Provide a password.
    7. To notify the new user, select the Send notification email check box.
    8. If needed, on the right, under Privileges, assign additional privileges for the user.
      For more information about user privileges in easyDITA, see User Roles, Permissions, and Privileges.
  4. Click Save.

Deactivate a User

easyDITA Administrators can deactivate existing users.

  1. In the Dashboard interface, on the left, click Users.
  2. In the users list, click the user that you want to deactivate.
    Note:

    Once deactivated, a user can become active again anytime.

  3. In the Edit User window, clear the Active check box.
  4. Click Save.

Download a List of easyDITA Users

easyDITA Administrators can download a list of active and inactive easyDITA users as a CSV file.

  1. In the Dashboard interface, on the left, click Users.
  2. In the top-right corner, click the Report button.

Manage Your Account Details

Each user can edit their easyDITA account details.

  1. In the Dashboard interface, on the left, click My Account.
  2. To change your first name in easyDITA, edit the First name field and click Save.
  3. To change your last name in easyDITA, edit the Last name field and click Save.
  4. To change your current password:
    Note: If you log on to easyDITA by using a Single Sign-On (SSO) service, you need to change your password in the SSO service.
    1. Fill in the Current Password field.
    2. Fill in the New Password and Repeat Password fields.
    3. Click Change Password.

User Roles, Permissions, and Privileges

Your user role determines which actions you can perform and which interfaces you can access.

User Roles and Permissions

TypeRolePermissions
AdministratorsAdministrator
  • View and modify the Administration interface
  • Branch content, merge branches, and delete branches
  • Release content, deprecate and un-deprecate releases
  • Open and edit all files and folders, except the locked files
  • Open assignments in the Review interface
  • Manage files in the content library
  • Force unlock every locked file
  • Assign additional privileges for other users. See User Privileges.
Non-Administrators Editor/Manager
  • Open and edit files that you have permissions to, except the locked files
  • Open assignments in the Review interface
  • Manage files in the content library
Author
Reviewer
  • Open assignments in the Review interface
  • Open files only in the Viewing mode, Suggesting mode, and Commenting mode

User Privileges

  • Release content
  • Branch content
  • Edit documents in the review-only mode
  • Modify localized resources
  • Modify translation memory
  • Use the source editor

User Groups

Administrators can use the Groups interface to manage groups. Groups can be used to manage permissions to files, maps, and folders stored in your content library.

Add Groups

Administrators can organize users into groups. Groups can be used to restrict access to particular folders, maps, or files.

Tip: You can add or remove users from an existing group but you cannot rename or remove an existing group.
  1. In the Dashboard interface, click Groups .
    Figure 1. Groups Interface
  2. Click New Group
  3. Fill in the Group Name field.
    Tip: The group name must contain only letters and numbers.
  4. Check the check boxes next to the users that you want to add to the group.
    Figure 2. Users Selected for the Group
    Tip: You can filter the list by using the Filters field. You can also select every user by checking the checkbox at the top of the list.
  5. Click Save .
Administrators can set permissions on specific folders, maps, or files for a group of users. See Set Permissions for Folders or Files.

Read and Write Permissions

If you are an Administrator, you can manage read and write permissions to restrict user groups from reading and writing to folders, maps, and files.

User Roles

easyDITA includes two general types of user roles (Administrator and non-Administrator roles). For more information, see User Roles, Permissions, and Privileges.

Administrators can allow or deny user groups to read and write:

  • Folders (including or excluding subfolders)
  • Maps (including or excluding map dependencies and resource-only files)
  • Files

Permission Types

There are two permission types that determine what a user group can do with a particular folder, map, or file.

Read Permissions
If you don't have permissions to read a resource, you:
  • Cannot see or access the resource in the content library
  • Cannot branch, release, edit, and run reports on the resource
  • Cannot see the resource in the Activity interface
  • Cannot access the resource through a webDAV connection (for example, while using oXygen)
  • Can publish the resource but its content is replaced with restricted access notification in the output
  • Can only see restricted link text of the links that lead to the resource
Write Permissions
If you don't have permissions to write to a resource, you cannot:
  • Edit the resource in the topic editor or source editor
  • Edit the resource metadata
  • Manage the resource in the content library (for example, move, lock, or rename the resource)
  • Edit the resource through a webDAV connection (for example, while using oXygen)
  • Update the resource locales

Permissions Management

In the content library, Administrators can assign the read and write permissions to a single or multiple resources.
Tip: If you want to set permissions for child folders, map dependencies, and resource-only files appended in a map, you can do that only through the Bulk Change window. To do so, right-click a map or a folder and select Bulk Change > Permissions.
Figure 3. Folder Permissions Change
Figure 4. Bulk Permissions Change
Figure 5. Read and Write Permissions Indicator.

In the content library, the Permissions icon corresponds to the resources with read and write permissions assigned.

Considerations

  • By default, all users have access to the entire content library.
  • If you apply multiple access rules, the first rule takes precedence over the rest of the rules.

    Example: If a user is denied permissions by the first rule but is also granted permissions by the second rule, the user would be denied permission because the first rule takes precedence.

  • Administrators can be restricted from accessing folders, maps or files just like regular users. However, Administrators can add themselves to user groups that have access to a particular folder, map, or file at any time.
    Remember: We recommend to carefully select your easyDITA Administrators.

Set Permissions for Folders or Files

Administrators can deny user-groups the permissions required to open or edit files, maps, and folders.

Add a user group. See Add Groups.
Tip: After setting permissions that deny access to a user group, administrators can grant more granular access permissions, to a subset of content objects, for that user group.
  1. In the content library, choose the resources that you want to edit permissions for by doing one of the following:
    OptionDescription
    To set permissions for a single resource,right-click the folder, map, or file and select Set Permissions.
    To set permissions for a folder and subfolders,right-click the folder, and select Bulk Change > Permissions.
    To set permissions for a map, map dependencies, and resource-only files appended to the map,right-click the map, and select Bulk Change > Permissions.
    To set permissions for multiple resources (including subfolders, map dependencies, and resource-only files),do the following:
    1. Select the folders, maps, and files.
    2. Right-click any selected resource.
    3. Select Bulk Change > Permissions.
  2. Include or exclude the related resources by doing any of the following:
    1. To include the subfolders, select the Include child folders check box.
    2. If you don't want to include the dependencies of a given map, like its child topics and submaps, clear the Include dependencies check box.
      Important: The Include dependencies option only includes the direct dependencies of the map. It does not include the binary files.
    3. If you don't want to change the resource-only files in a map, clear the Include resource-only files check box.
      Tip: For example, the resource-only files are your warehouse topics that have the @processing-role="resource-only" attribute assigned to their <topicref> elements. They are appended in a map but are not included in the output.
    4. If you want to include all map dependencies, including its indirect dependencies and binary files (non-text files like images), select the Include all dependencies check box.
  3. Add an access rule by doing the following:
    1. Click Add New Rule .
      Figure 6. Empty Permissions Rule
    2. From the Select group drop-down menu, select a group.
    3. From the Allowed drop-down menu, select Allowed or Denied .
      Note:

      Selecting Allowed only provides more granular access to files when there are more broad Denied permissions already applied to a parent-resource of the file you are applying this permissions rule to. By default, all users are allowed access to files based on their user-type.

    4. If applicable, check the Write Access checkbox.
    5. If applicable, check the Read Access checkbox.
    Figure 7. Access Rule Example
  4. If you want to add more rules, repeat 3.
  5. Click Save .
In the content library, the Permissions icon appears next to resources with read and write permissions assigned.