Start learning with our library of video tutorials taught by experts. Get started

CMS Fundamentals

Understanding users, groups, and permissions


From:

CMS Fundamentals

with James Williamson

Video: Understanding users, groups, and permissions

One of the most important aspects of the management part of content management is controlling how that content is accessed and changed. Users, groups, and permissions allow you to do just that. In a typical CMS, there are dozens of tasks that can be performed by users. This could be anything from posting or editing a blog post, uploading images, adding metadata, adding dates to upcoming events, or even moderating user comments. If your site is a one-person operation, then controlling access to all those tasks isn't that important.
Expand all | Collapse all
  1. 2m 44s
    1. Welcome
      1m 0s
    2. What CMS means for this course
      1m 44s
  2. 22m 52s
    1. What is a CMS?
      2m 47s
    2. The evolution of CMSs
      4m 4s
    3. CMS types
      6m 7s
    4. Basic CMS capabilities
      5m 4s
    5. When is a CMS right for you?
      4m 50s
  3. 1h 23m
    1. Comparing CMSs
      4m 28s
    2. Core features to research
      4m 41s
    3. Commonly overlooked issues
      4m 12s
    4. Properly assessing needs
      4m 39s
    5. Knowing when to seek assistance
      4m 15s
    6. Choosing a CMS for designers
      4m 45s
    7. Choosing a CMS for organizations
      4m 12s
    8. The pros and cons of hosted solutions
      2m 58s
    9. Hosted solution examples
      5m 51s
    10. The pros and cons of open source solutions
      4m 36s
    11. Open source CMS examples
      7m 6s
    12. Proprietary CMSs
      7m 48s
    13. A closer look at Drupal
      5m 7s
    14. A closer look at Joomla!
      4m 0s
    15. A closer look at WordPress
      5m 33s
    16. Resources for comparing CMSs
      9m 2s
  4. 43m 58s
    1. What is an open source CMS?
      3m 4s
    2. What is a LAMP stack?
      2m 53s
    3. What are WebDAV and FTP?
      2m 39s
    4. What is MySQL?
      2m 24s
    5. WYSIWYG editors
      3m 56s
    6. Understanding users, groups, and permissions
      4m 12s
    7. What is metadata?
      5m 19s
    8. Understanding taxonomy
      3m 35s
    9. What is version control?
      4m 23s
    10. What are themes and templates?
      3m 30s
    11. What is SEO?
      4m 42s
    12. What are web analytics?
      3m 21s
  5. 36m 31s
    1. Content management as a process
      4m 38s
    2. Properly defining roles
      5m 3s
    3. Planning a content strategy
      4m 1s
    4. The importance of taxonomy
      5m 7s
    5. Controlling content lifecycle
      6m 22s
    6. Challenges for CMS migrations
      3m 45s
    7. Steps for migrating content
      4m 16s
    8. Avoiding distractions
      3m 19s
  6. 2m 24s
    1. Additional resources
      2m 24s

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
Please wait...
CMS Fundamentals
3h 11m Beginner Apr 06, 2011

Viewers: in countries Watching now:

In CMS Fundamentals, James Williamson defines content management systems (CMSs) and explains their role in web site development. The course demonstrates the different CMS solutions available today, including WordPress, Drupal, and Joomla; reviews CMS terminology and best practices; and shows how to develop a content management strategy. Guidelines are also included for evaluating a potential CMS, whether hosted or self-hosted, open source or proprietary, and choosing a CMS based on a specific need or focus.

Topics include:
  • Defining and understanding a CMS
  • Understanding taxonomy
  • Assessing an organization or company's needs
  • Comparing content management systems
  • Planning a content strategy
  • Controlling content lifecycle
  • Migrating between CMSs
  • Understanding users, groups, and permissions
  • Using web analytics
Subjects:
Web CMS Web Foundations
Author:
James Williamson

Understanding users, groups, and permissions

One of the most important aspects of the management part of content management is controlling how that content is accessed and changed. Users, groups, and permissions allow you to do just that. In a typical CMS, there are dozens of tasks that can be performed by users. This could be anything from posting or editing a blog post, uploading images, adding metadata, adding dates to upcoming events, or even moderating user comments. If your site is a one-person operation, then controlling access to all those tasks isn't that important.

You are just going to be doing them all yourself. However, in a team-based environment or in a situation where you want to separate the administration of a site from working with the content, groups and permissions allow you to do just that. The basic premise behind using groups and permissions is pretty simple. Typically, an administrator will create groups that include various permissions. An authors group, for example, might contain permissions that allow members to write and edit specific ranges of content. Another group might have a broader set of permissions to allow members to publish articles, add metadata, and decide which marketing campaigns to run in the sidebar each month.

After groups have been created, users of the site are then added to these groups which then control what the user can do within the system. As is the case with all functions within a CMS, the levels of control you have with users groups and permissions vary depending upon the CMS itself. Some have very broad and rather limited ranges of permissions, while others offer an incredibly granular amount of control over what users are allowed to control or do within your site. Within these systems, you can restrict access to whether users can modify the site's CSS, assign templates to pages, communicate with other team members, start email campaigns, or I mean a host of other features.

Other content management systems take that control even further, by introducing the concept of what we call workflows. Now, workflows are groups and permissions that are kind of bundled together to control how content is created, managed, and published within a system. By assigning workflows, you can set these permission levels across multiple groups at once. In addition to managing team members, permissions give you the ability to control how visitors of your site can view and interact with it as well. If your CMS allows you to manage site memberships, you could create multiple user experiences based on member permissions.

Here, for example, we see a guest of a site that can only see two pages. Well, you could, if you wanted to, restrict some pages or content to registered members only. I'll restrict who can respond to a post through comments. You can even use permissions to decide which content to show a member based on what type of member they are. The amount of control you have over groups and permissions does vary widely among different CMSs, so before you begin looking for a CMS, you need to carefully consider what types of users, groups, and permissions you or your clients are likely to need.

Getting a CMS that allows fine granular control over permissions when you really only need one or two user types is pretty much overkill, and it's going to result in inefficient administration of the site. Likewise, a CMS that has very simple user and permission capabilities will likely be too restrictive to a team that needs various user roles and capabilities. Be sure to map out the needs of your team to decide what level of control that you're going to need from your CMS. If you're researching a CMS and find that it doesn't contain the necessary permissions and groups, don't assume that it won't work for you.

First, carefully examine how users and groups are created. Often, you can create exactly the system you need through a little extra work. Second, take a look at the available modules and extensions. Many open-source CMSs have custom user group and permission extensions that add more granular level of control to the core functionality. If you're going to be creating multiple sites for various types of clients, you'll want to find a CMS with really flexible groups and permissions that you can modify depending upon the needs of your client. Regardless, pay close attention to how users, groups, and permissions are handled by the CMS that you choose.

Working efficiently within the CMS requires you to control how content is managed in a way that's suitable for your team or the clients that are going to be using it.

There are currently no FAQs about CMS Fundamentals.

Share a link to this course
Please wait... Please wait...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed CMS Fundamentals.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Welcome to the redesigned course page.

We’ve moved some things around, and now you can



Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked