Learn by Example

Thomas Greenthumb is setting up a website for his garden center and landscaping company.

Registered Group: He has hundreds of people that will be registered for his site so that they can comment on articles, ask questions from his experts and have access to certain articles  that are not going to be available to the Public. These people will be able to log onto his site and Register with a user name and passord using the default Login Form.  To be put in the Registered group all they have to do is click on Create an Account, fill out the form and give a legitimate email address for confirmation. The people in the Registered Group will not have access to the back end of the site.  

Thomas will create a Menu item that will be assigned an Access Level of Registered - so until these people log in - they won't be able to even see the Menu item.

access-registeredHe can assign the Access Level in the Detail Tab of the Menu item - a pulldown selector next to Access.

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Screenshot of Joomla's Default Permissions for the Author Group

Author Group: Next he will assign the expert gardeners that will be writing articles to a User Group. By default, Joomla has already set up permissions for the Author Group. You can view these default Permission settings in the Permissions tab of Global Configuration.

The default Joomla Permissions for Author allow them to log into the Front End, but not the Administrative End. Authors can create content, but not delete it, edit it or Publish it (Edit State). 

Thomas doesn't think this is the right setting for his contributors because he wants them to be able to edit their articles.  

Editor Group: He decides that the Editor Group would be a better choice for people contributing Articles. The Permissions for them are similar to the Author Group, but they are allowed to Edit their own articles.

Publisher Group: People in the Publisher group can log into the Front End, but not the Back (aka Administrative) End. They can create, edit and publish articles.

User Groups of Registered, Author, Editor and Publisher only have access to the Front End of the Website.

Thomas has one expert gardener that will be reviewing all of the articles for the site. He could assign this person to the Publisher Group - but he wants them to be able to log into the back end and do some additional management for the site. Thomas does not want to assign this person to the Super User Group because he wants to restrict what the person can access on the back end.  He doesn't want this person in his catalog area and he doesn't want him to be able to see all of the Registered Users and their information.

Add a New User Group

Thomas is going to create a new user group for the person that is going to have the power to publish and manage the gardening articles. This group is also going to have limited access to the back end of the site so that they can better manage the whole section fo the site on Gardening Articles.

He pulls down the Users menu and selects Group -> Add New Group.  Even though at this time he is only having one individual in the group - he still needs to set up a new Group to give the group specific Permissions and Access Levels. He fills in the text box next to Group Title with Master Gardener. The next step is very important.  He needs to specify the Group Parent.  Whatever the permissions the Parent has, the child group will inheirit.  He does not want to put this group under Super Users because they have to much power in controlling the site.  He could reduce certain Permissions, but then he might not catch something and that person would be able to access some area that they shouldn't.  He decides to make the Group Parent Publisher, then add certain permissions.  this is a safer way to approach this issue.

He will now see Master Gardener on the list under User Groups, but he will also see it anywhere that the User Group list shows up, like Access Levels and Permissions.

He wants to give Master Gardener more Permissions, so he goes into the Permissions tab under Global Configuration and clicks on Master Gardener in the list.  Before he makes changes, he will see that all of the settings under Master Gardener are at Inherited. Which means that has all the same permissions as Publisher, the Parent group of Master Gardener.  

permissions-settings-allowed-pulldownTo give Master Gardener access to the Back eEnd of the site, he selects the Select New Setting pulldown next to Admin Login and selects Allowed. He also wants the Master Gardener to be able to Delete articles, so he does the same next to Delete.

He clicks on Save and click back on the Permissions tab.  He will now see that the Calculated settings will say Allowed next to Admin Login and Delete in the settings for Master Gardener.

Other steps that Thomas will have to take to get the person reviewing the articles completely set up will be to create a User profile for him, set that User Profile to the Master Gardener user group and also go into the areas under Global Configuration that he should be able to access and set Permissions for that feature.  

Thomas goes into Users ->User Manager -> Create New User and creates a profile for Allen Verde, who is the person that will be publishing the articles. He gives him a Login Name of GreenAl (Allen's Nick-name) and an appropriate secure password (which he copied first - so as not to forget it) and Allen's email address. Next he clicks on Assigned User Groups and selects Master Gardener.  He unselects Registered because since Allen is in a child group, he will inherit all of the Permisions of Registered anyway.

The Basic Settings tab just has all the Default settings, so Thomas doesn't need to change anything in there.

Accessing Back End Sections

Now, if Allen, the Master Gardener logs into the Back End of the site - he will see the Control Panel, but many of the Quick Icons will be hidden and so will many of the menu selections across the top.  He will be able to see which articles are the most popular and what has been added recently. He can also edit his own profile, which means that he can change his login and password and Basic Settings such as his text editor.

Thomas, as the Super User or site administrator, can change the Permissions for the Categories & Articles and the Menus, so that the Master Gardener group can manage the gardening articles from the Back End of the site.

 He goes into the System dropdown menu and selects Global Configuration. On the left of the Global Configurations page  is a list of all the Components. This is where you can set Global settings for these components.  When you change things here - it changes it for all of the site. Thomas selects Articles in the list. There are many, many settings that you can change from this screen, but for now we are concerned with Permissions - so Thomas clicks on the Permissions tab at the top.

On the left is the list of the User Groups.  Master Gardener is in that list since he set up that group previously. When he selects Master Gardener he sees that Access Administrative Interface is set to Inherited.  This means that it inherited the permissions of its parent group. To the right is a red box saying Not Allowed.  Thomas changes the setting to Allowed.  He clicks on Save and the screen changes back to the default tab for Articles.  He clicks on Permissions again and and then selects Master Gardener and he sees that that group now has access to the Administrative Interface for Articles.  He repeats the same steps for Menus Manager and for Media Manager.  He wants the Master Gardener group to be able to create new Menu Items and to manage images, documents and videos through the Media Manager.