Using Admin Roles, Document Groups, and Admin User Groups you can control every aspect of the management of your Evo site.
Make sure that "Use access permissions" is set to Yes in the User Settings tab of System Configuration.
Permissions in Evo are composed of many parts that all work together. At first, it can be a little confusing as to what all the parts are, what they do, and how they interact. For that reason, each part will be explained below, followed by an example:
So how do all these work together? Roles determine what a user has permission to do, and user groups combined with document groups determine what documents a user can work with. An example will probably the be most effective way to demonstrate this.
Suppose you have a site to distribute the software your company writes. You also want to have a discussion and help forum. You decide that your site will look like this:
First, you decide you will need these Roles:
Next, consider how the documents in your site will be grouped.
Then you begin to organize the User groups your content editor users will belong to.
Here is how the user groups and documents groups will interact.
A user can belong to any number of User Groups, but he can be assigned to only one Role. For example, if you want one of the Proofreader users to also be a Support document editor, you will have to create a different User for him to log in as, and assign that user to the Support user group.
Remember, Roles assign permissions - WHAT the user can do. User groups assign WHICH DOCUMENTS the user can work with, but he can only do what the role he was assigned to allows.
Now we need to connect the user groups to the document groups we want them to have access to. For example, the Proofreaders user groups will be connected to ALL of the document groups, since his job will be to correct errors in all documents. The Marketing user group should have access to the Corporate and the Support document groups. And of course the Product user group should be connected to the Product document group.
Now, as documents are created, they need to be assigned to the proper Document groups. As users are created, they are assigned to a certain Role, then to their proper User Groups. Only users belonging to user groups connected to a given document's document group can have access to that document. Even if a user has access to a given document, he can only do with it what his individial Role assignment allows.
In this way, the Roles, User and Document Groups system allows a fine-grained control of individual document and admin user interaction.