Managing Content
Options for managing content change
CommonSpot provides several options for controlling and/or monitoring changes to content. All sites will have content permissions configured; approval workflow and change notification are optional.
1. Content Editing Permissions
All sites have content editing permissions defined. Typically, there are two groups:
- a content contributors group with rights to edit content in some or all area of the site
- a super users group with rights to create pages and edit content in all areas of the site
Only CommonSpot users within these groups will be able to author content on the site.
For larger sites, additional groups of authors can be added to restrict permissions based on the directory structure. For example, if Doernbecher had different authors for research and clinical content, they could have three groups: research contributors, clinical contributors and super users. Research contributors could edit any content from the research directory down, clinical contributors could edit content within the patient information area down and super users could edit all content.
In special cases, such as the home page, permissions may be customized on a page by page basis. For example, you may wish to restrict rights to edit your home page to a subset of the contributors group. Page-based permissions are limited to five pages per 100 within the site.
To request customized permissions, submit a request to the Web Strategies help desk.
2. Change Notifications
Individual users can sign up for notifications of changes made to individual pages. At this time, this feature is only available on a page-by-page basis.
To subscribe to notifications for a page:
- Login to your CommonSpot site
- Navigate to the page you'd like notifications for
- From the Tools & Information menu at the top of the page, go to "Subscription..."
- Check the first box for "Notification of changes by email"
- Select "OK"
You'll receive emails at your OHSU email address anytime a change on this page is published. Enabling this feature does not impact the way content is published.
All CommonSpot users have access to this feature; there is no special action required to set up notifications.
3. Approval Workflow
Individuals, or groups of individuals, can be given authority to approve changes before they are published to the live site. Any content within this workflow schema will have to be approved by another individual before it goes live.
Approval workflow offers the most control over content changes, but is also the most time-intensive to configure and maintain.
Steps to publish content:
- Contributor enters content or makes changes
- Contributor publishes changes
- Approvers receive notification of request to publish content
- One of the individuals in the approver group signs into CommonSpot and approves change
- Content goes live immediately
Workflow is typically set up for entire subsites or directories. By request, we can enable this feature on a page-by-page basis, with a limit of five custom pages per 100 within the site. Web Strategies recommends starting out with a higher-level, generic configuration and adding more granular configuration over time.
Approvers will attend CommonSpot training and must be willing to invest time in the content review/approval process.
To request approval workflow, submit a request to the Web Strategies help desk.
