Close

User roles and permissions

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       tick image
Customize site dashboard       tick image
Edit site details       tick image
Customize site (select components)       tick image
Leave site tick image tick image tick image tick image

Site dashlets

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

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

(*) 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   tick image tick image tick image
Locate folder tick image tick image tick image tick image
Manage rules in self-created folder   tick image tick image tick image
Manage rules in folder created by other user       tick image

Files only

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

Calendar

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

Wiki

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

Discussions

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

Blog

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

Data Lists

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

Member permissions

The following section details the member permissions.

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

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 arrows 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 Configure icon 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 add to add a site then select it from the list and click tick to confirm. Click add to add more sites if required.
  12. Click Save

Edit this page

Suggest an edit on GitHub
This website uses cookies in order to offer you the most relevant information. Please accept cookies for optimal performance. This documentation is subject to the Alfresco documentation terms.