A user’s role determines what they can and cannot do in a site. Each role has a default set of permissions.

The following sections describe these permissions. In general:

• Managers have full rights to all site content - what they have created themselves and what other site members have created.
• Collaborators have full rights to the site content that they own; they have rights to edit but not delete content created by other site members.
• Contributors have full rights to the site content that they own; they cannot edit or delete content created by other site members.
• Consumers have view-only rights in a site: they cannot create their own content.

Note: As well as these four default roles you might also see additional roles in different places in Alfresco Share.

• Coordinator - has full rights to all content - what they have created themselves and what others have created.
• Editor - has rights to edit file properties and check files in and out; they cannot create their own content.

Your Alfresco Administrator can also add additional roles.

Site managers can change a site role for the site users.

If you’re a member of two user groups which have different permissions then you will get the sum total of all the permissions. For example, if Group 1 has permission to view a file and Group 2 has permission to view and edit a file, then you would have view and edit permission for the file.

Note: Site content can be defined as any content created or added to a site. This includes, but is not limited to, wiki pages, blog postings, library folders and items, calendar events, discussion topics, and comments on any content.

Dashboards permissions

The following sections detail the user permissions for dashboards (personal and site) and dashlets.

Each user has full access to the toolbar and dashlet functionality available on the personal dashboard.

Site dashboard

Permission	Consumer	Contributor	Collaborator	Manager
Invite users to site
Customize site dashboard
Edit site details
Customize site (select components)
Leave site

Site dashlets

Permission	Consumer	Contributor	Collaborator	Manager
RSS Feed - Configure RSS Feed URL
Site Data Lists - Create data list
Site Links - Create site links
WebView - Configure Web View
Wiki - Configure Wiki dashlet
Site file type breakdown dashlet - View details
Site contributor breakdown dashlet - View details and change date range

Content permissions

The following sections detail the user permissions for content.

Document Library

Folders and files

Permission	Consumer	Contributor	Collaborator	Manager
View folder / item details page
Like / unlike
Favorite / unfavorite
Rename folder / item - created / added by self
Rename folder / item - created by other user
Edit basic details - created by self
Edit basic details - created by other user
Edit custom properties - created by self
Edit custom properties - created by other user
Copy	*
Move - content created by self
Move - content created by other user
Delete - content created by self
Delete - content created by other user
Manage permissions - content created by self
Manage permissions - content created by other user
Manage aspects - content created by self
Manage aspects - content created by other user
Change type - content created by self
Change type - content created by other user
Copy page URL
Add comment
Edit comment - content created by self
Edit comment - content created by other user
Delete comment - content created by self
Delete comment - content created by other user

(*) A user with the role Consumer can copy a folder or file to another site if the user performing the action has the role of Manager, Collaborator, or Contributor in the target site.

Tip: Consumers who previously held a site role where they were able to add content retain their previously held permissions for any content they have added.

Folders only

Permission	Consumer	Contributor	Collaborator	Manager
Create folder
Locate folder
Manage rules in self-created folder
Manage rules in folder created by other user

Files only

Permission	Consumer	Contributor	Collaborator	Manager
Create content
Upload content
Download content
View in browser
Upload new version - created / added by self
Upload new version - created / added by other user
Upload new version - locked by other user
Edit online - created / added by self
Edit online - created / added by other user
Edit inline - created / added by self
Edit inline - created / added by other user
Edit offline - created / added by self
Edit offline - created / added by other user
Publish
Unpublish
Check out to Google Docs - created / added by self
Check out to Google Docs - created / added by other user
Check in from Google Docs - created / added by self
Check in from Google Docs - created / added by other user
Cancel editing - locked by self
Cancel editing - locked by other user
View original version
View working copy
View in Google Docs
Start workflow
Locate file
Download previous version
Revert to previous version

Calendar

Permission	Consumer	Contributor	Collaborator	Manager
View event
Create new event
Edit event - created / added by self
Edit event - created / added by other user
Delete event - created / added by self
Delete event - created / added by other user

Wiki

Permission	Consumer	Contributor	Collaborator	Manager
Create new page
Edit page - created / added by self
Edit page - created / added by other user
Rename page - created / added by self
Rename page - created / added by other user
Delete page - created / added by self
Delete page - created / added by other user
Edit main page
Rename main page
Delete main page
View page details
View previous version of page

Discussions

Permission	Consumer	Contributor	Collaborator	Manager
Create new topic
Edit topic - created / added by self
Edit topic - created / added by other user
Delete topic - created / added by self
Delete topic - created / added by other user
View discussions
Add reply
Edit reply - created / added by self
Edit reply - created / added by other user

Blog

Permission	Consumer	Contributor	Collaborator	Manager
Create new post
Edit post - created / added by self
Edit post - created / added by other user
View blog post
Publish post externally - created / added by self
Publish post externally - created / added by other user
Update external post - created / added by self
Update external post - created / added by other user
Remove external post - created / added by self
Remove external post - created / added by other user
Create comment
Edit comment - created / added by self

Links

Permission	Consumer	Contributor	Collaborator	Manager
Create new link
Edit link - created / added by self
Edit link - created / added by other user
Delete link - created / added by self
Delete link - created / added by other user
View link details
Create comment
Edit comment - created / added by self
Edit comment - created / added by other user
Delete comment - created / added by self
Delete comment - created / added by other user

Data Lists

Permission	Consumer	Contributor	Collaborator	Manager
Create list
Edit list - created / added by self
Edit list - created / added by other user
Delete list - created / added by self
Delete list - created / added by other user
Add list item - created / added by self
Add list item - created / added by other user
Edit list item - created / added by self
Edit list item - created / added by other user
Duplicate list item - created / added by other self
Duplicate list item -created / added by other user
Delete list item - created /added by self
Delete list item - created / added by other user

Member permissions

The following section details the member permissions.

Permission	Consumer	Contributor	Collaborator	Manager
Change a user role
Remove user from site
Cancel an invitation

Power users

Alfresco Share power users have additional options that aren’t available to standard users.

These options are made available when your Alfresco administrator gives you advanced permissions by signing you up to a power user group.

The current additional options available are:

• Sites Manager
• Search Manager

If you have the following permissions you can access the Site Manager through an additional link on the toolbar, and the Search Manager from the Search Results screen.

• Sites Manager is available to users in the ALFRESCO_ADMINISTRATORS and SITES_ADMINISTRATORS permissions groups.
• Search Manager is available to users in the ALFRESCO_ADMINISTRATORS and ALFRESCO_SEARCH_ADMINISTRATORS permissions groups.

Sites Manager

The Sites Manager is used for maintaining sites. You have control over the visibility of all sites as well as deleting sites or making yourself a site manager.

Note: Sites Manager is available to users in the ALFRESCO_ADMINISTRATORS and SITES_ADMINISTRATORS permissions groups. If you are in the ALFRESCO_ADMINISTRATORS group, you can access the Site Manager through the Admin Tools on the toolbar. If you are a member of SITE_ADMINISTRATORS group, you’ll have an additional Sites Manager option on the toolbar.

The Sites Manager displays the names and status of created sites, regardless of their visibility setting. You can use the Visibility menu to change the visibility of any site, for example, change the site visibility to either Public, Moderated, or Private. Any visibility change you make to a site is made immediately.

With the Actions menu, there are two options:

• Delete Site: You can delete any of the sites in the Site Manager list by selecting Delete Site from the Actions menu. This action deletes all site details and content.
• Become Site Manager: The I’m a Site Manager column shows the sites where you have the Site Manager permission. If you aren’t already a manager of a site, then select Become Site Manager from the Actions menu.

Search Manager

With the Search Manager you can see details of existing search filters and create new filters.

Note: Search Manager is available to users in the ALFRESCO_ADMINISTRATORS and ALFRESCO_SEARCH_ADMINISTRATORS permissions groups.

The Search Manager is accessed from the search results screen. Just type a search in the search box and press Enter, then on the search results screen click Search Manager.

Note: Filtered search results can be bookmarked for quick and easy access.

All existing filters (including default filters) are shown along with their details, in the order that they are shown on the search results screen. You can change the order by using the buttons to move filters up or down the order.

Click Create New Filter to create new search filters.

Most of the filter details are can be edited by hovering over them and clicking the icon that displays:

• Filter ID: The unique filter ID. Click on this to edit any details.
• Filter Name: The name of the filter shown in the search results screen. Default filters display the internationalized message key rather than the filter name that’s shown on the search results screen.
• Filter Property: The property or field that the filter is based on.
• Filter Type: How the filter is displayed on the search results screen. The default option is Simple Filter.
• Show with Search Results: Specifies if the filter is shown in the search results screen. Filters with this switched off aren’t displayed. Default filters can’t be deleted and must be switched off to hide them.
• Default Filter: Specifies if the filter is a default or custom filter. Default filters are predefined and can’t be deleted. You can hide them by switching off Show with Search Results.
• Filter Availability: The site(s) where the filter is available.

Creating new search filters

In the Search Manager you can quickly create your own custom filters with a wide range of options available.

1. In the Search Manager, accessed from the search results screen, click Create New Filter.

   Tip: You can also click on an existing Filter ID to edit it.

2. Enter a Filter ID unique identifier for the new search filter.

3. Enter a Filter Name. This is the name of the filter shown in the search results screen. For default filters what is shown here doesn’t represent what’s shown on the search results screen.

   Note: You can’t select a custom filter to be a Default Filter.

4. The Show with Search Results option is selected by default. Deselect it if you don’t want the filter to be shown on the search results screen.

5. Select a property to filter by from the Filter Property drop-down list.

6. Select a Filter Type. This is how the filter is displayed on the search results screen. The default option is Simple Filter which is a check box.

7. Select the Sort By order in which the filter results are displayed on the search results page.

8. Select the Number of Filters that are shown by default on the search results screen.

9. Select the Minimum Filter Length. This helps you exclude short words such as “and” and “to” from filter results.

10. Select the Minimum Required Results which is the minimum number of matches a filter result must have to be shown on the search results screen.

11. Select the Filter Availability:

    • Everywhere - shown on all sites
    • Selected sited - only shown on selected sites. Click to add a site then select it from the list and click to confirm. Click to add more sites if required.

12. Click Save