Complete Guide to Permissions

This article serves as a complete guide about permissions in EasyContent.

Account

Manage projects

Users with this permission can:

• Create, rename, delete, and archive a project
• View, restore, or delete an archived project
• Assign or remove a user from a project through the project settings or via the project team widget
• Configure the project's email notification settings
• Will receive email notifications when the following events happen (considering email notifications are left at default values): 
  • When a project is either created or deleted
  • When someone else assigned a user to a project
  • When the account owner is changed or the account is deleted

Any user with this permission will be able to see all projects in your account, even the ones they are not assigned to, and be able to access its settings. However, they will not be able to see project activity, messages by other users, briefs, and content items.

While they have the ability to assign or remove users from a project, they can't access user profile and don't have the ability to invite, remove (from your account), deactivate, or edit a user.

Manage users

This permission unlocks the Users and Teams items under Team in the account level menu.

Users with this permission can:

• Create, edit, or delete teams
• Change a user's name and email
• Assign or remove users to a project via Users page > Edit User
• Add user notes
• Change a user's role
• Trigger a password reset email for all users
• Activate or deactivate a user
• Delete a user from your account
• Invite a user to your account
• View guest users
• View and cancel pending invites
• View reports regarding user assignment (i.e. John Doe was assigned to this project) in the recent project activity widget of the projects they are assigned to
• Will receive email notifications when the following events happen (considering email notifications are left at default values): 
  • When a user is invited
  • When the invited user accepted the invitation
  • When someone else assigned a user to a project where the user with this permission is also assigned to

Manage roles

This permission unlocks the Roles item under Team in the account level menu.

Users with this permission can:

• Create, edit, delete, duplicate, activate, and deactivate a role
• Edit role permissions

Keep in mind: Assigning this role to someone is similar to giving them admin privileges as they will be able to edit their own role to grant them all permissions, giving them admin-level access.

Note: the account owner will always have this privilege (manage roles) regardless of their permissions.

Manage integrations

This permission unlocks the Integrations item in the account level menu.

Users with this permission can:

• View all website integrations
• Create, regenerate, delete an API key
• Change an API key's website URL
• Add, edit, and delete webhook endpoints

Project

Manage workflow

This permission unlocks the Configuration > Workflow settings item in the project level menu.

Users with this permission can (only in projects they're assigned to):

• View, create, edit, and delete workflow statuses
• Assign a workflow status to a role
• View, create, edit, and delete a rating
• Toggle additional workflow settings on or off

Manage categories

This permission unlocks the Configuration > Categories item in the project level menu.

Users with this permission can (only in projects they're assigned to):

• View, create, edit, and delete a category

Manage template

This permission unlocks the Configuration > Templates item in the project level menu.

Users with this permission can (only in projects they're assigned to):

• View, create, edit, delete, and rename templates
• Create, edit, delete template tabs as well as hide and unhide system template tabs
• Add, reorder, and delete fields

Manage asset library

This permission unlocks the Files item in the project level menu.

Users with this permission can:

• View the digital asset manager where they can manage all files in a project
  • View, download, and delete files
  • Create, rename, and delete folders
  • Move files to folders
  • See who uploaded a file, when it was uploaded, and where its attached to

Manage people and deadlines

Users with this permission can (only in projects they're assigned to):

• Assign, remove, or re-assign users to a brief or content item
  • Works best if paired with view briefs and view all content items permissions
• Change or set a deadline
• View reports regarding item assignment in the recent project activity widget on the project dashboard (i.e. Alice was assigned to item a for the x workflow stage by Bob)
• Will receive email notifications when the following events happen (considering email notifications are left at default values): 
  • When a content item is published
  • When a content item's status has changed
  • When a brief is claimed
  • When a feedback or grade is left on a content item
  • When a content item is sent back for rework
  • When a content item is overdue
  • When a user is assigned to a content item or brief
  • When a content item is converted to brief (canceled)

Manage documentation

This permission allows a user to manage a project's documentation or help page.

Users with this permission can (only in projects they're assigned to):

• View, create, edit, and delete help articles and categories

Briefs

View briefs

This permission unlocks the Briefs item in the project level menu.

Users with this permission can:

• View all briefs in a project they're assigned to

If paired with the manage people and deadlines permission, this will allow the user to assign briefs to others.

Manage briefs

Users with this permission can:

• View all briefs in a project they're assigned to
• Create, edit, delete, import, and export briefs
• Will receive email notifications when the following events happen (considering email notifications are left at default values):
  • When a brief is claimed

If paired with the manage people and deadlines permission, this will allow the user to assign briefs to others.

Content Items

View all content items

Users with this permission can:

• View all content items in a project they're assigned to (read-only mode)
• View a content item's current workflow status
• View who is currently assigned to a content item's current status
• View, resolve, reply to and add comments to a content item
• View reports regarding item assignment, shareable link generation, and status change in the recent project activity widget in the dashboard of the projects they are assigned to

Manage content items

Users with this permission can:

• View all content items in a project they're assigned to
• Create a new content item
• Convert a content item to brief
• Edit a content item's text, metadata, and any other custom fields it may have
• Change a content item's template, category, and workflow status (however, they can't change who is assigned to a workflow status)
• View reports regarding item assignment, shareable link generation, and status change in the recent project activity widget in the dashboard of the projects they are assigned to
• Will receive email notifications when the following events happen (considering email notifications are left at default values):
  • When a content item is published
  • When a content item's workflow status has changed
  • When a brief is claimed
  • When a feedback or grade is left on a content item
  • When a content item is converted to a brief (canceled)

Publish content

Users with this permission can:

• Publish an article directly to WordPress or other external CMS

The user must be assigned to the active workflow status to be able to do this.

You can pair this with the manage content items permission to eliminate the above requirement.

Keep in that an item can be published to WordPress regardless of its workflow status in EasyContent.

For example, even if an item is in Draft status, you can click the Publish to WP button and the article will go live on your WordPress site. This won't affect the item's workflow status in EasyContent so it will remain in Draft.

Share content

Users with this permission will be:

• Able to generate a shareable link (more details here)

The user must be assigned to the active workflow status to be able to do this.

You can pair this with the manage content items permission to eliminate the above requirement.

Manage Comments

Users with this permission will be:

• Able to edit, delete, resolve, and unresolve all comments in content items they have access to.

The admin and content manager roles will have this enabled by default.

Reports

View publishing calendar

This permission unlocks the Calendar item in the account level menu. This will also unlock the calendar widget in the project dashboard.

Users with this permission can:

• Access the publishing calendar report
• View the calendar widget in the project dashboard

This is often combined with manage people and deadlines permission to allow the user to see article due dates, reassign people, and update workflow statuses directly in the publishing calendar.

View communication report

This permission unlocks the Reports > Communication item in the account level menu.

Users with this permission will:

• Be able to see everyone's messages within the account, even on projects they're not assigned to.
  • This includes the following:
    • Sender name
    • Recipient name
    • Their roles
    • The name of the Project where the message was sent
    • Attached content item, if any
    • Date
    • Message body

View account report

Coming soon.

View content report

This permission unlocks the Reports > Content reports item in the account level menu.

User with this permission will:

• Be able to view and generate a content report chart for all projects within the account.

That's everything you need to know about permissions. Feel free to reach us at  support@easycontent.io with any questions or feedback.