User Management

Once your OGL account is created, you can add new users with different permission levels. The new users can create, publish, delete guides, edit content, view analytics, etc. We recommend you follow the Least Privilege principle when granting permissions to new OGL users, especially the permission to publish guides.

You can set up multiple types of users depending on the level of access you want each user to have. Each user is identified by their name, email address, and the permissions assigned to them.

Introduction to OGL Roles

Before you set up users in OGL, you should understand the roles and permissions that you can assign to a user.

Note:

The roles discussed below only apply to the OGL Console and are not related to the application roles.

Roles & Permissions

Viewer: Executive sponsors are the common target audience for this role which only requires the ability to see what guides exist and view the Analytics Dashboard.

Permission	Detail
Preview a guide	Preview Guides
View Analytics	View Analytics

Editor: The Editor role addresses users who only need to work with the copy/text in the guides and messages to end-users. This allows writers to be able to get into the system and provide content without exposing them to publishing and other mission-critical capabilities.

Permission	Detail
Access Content Editor	Edit OGL item text via Content Editor
Manage Messages	Create, Update, Clone, and Delete Messages

Developer: This role enables admins who should be working with the detailed features within individual guides, while not opening up system-wide settings that would affect all Editors and Developers.

Permission	Detail
Edit Guides	Update OGL item name(s) View Guide in Full Editor Edit Guide, Video, Links, Tasks Lists via Full Editor Edit Settings for Guide, Video, Links, Tasks Lists in Dashboard Edit Activation Settings for Guide, Video, Links, Tasks Lists in Dashboard
Create Guides	Create/clone OGL item(s)
Delete Guides	Delete/recover OGL item(s)
Publish Guides	Activate/inactivate OGL item(s) Publish/unpublish OGL item(s) Publish unpublished revisions of OGL item(s)
Edit Managed Guides	Edit OGL items classified as managed by Oracle

Owner: Within each organization, there should only be 2-3 people with this level of access. The permissions included in this role enable the admin to make changes to the system that will affect every user and guide therein.

Permission	Detail
Manage Users	Add/delete users from the appID Assign/revoke user permissions
Manage Help Widget Settings	Update the help widget sort order Update the OGL Widget settings for development and production
Manage Display Groups	Create, update, and delete display group(s)
Manage Roles	Create, update, and delete simplified role(s)
Manage Pages	Create, update, and delete OGL pages for use in conditioning content in the library
Manage Products & Modules	Create, update, and delete OGL Products and Modules which are used in OGL analytics and as content filters
Manage Training Types	Create, update, and delete training type(s)
Manage Themes	Can update the theme to any of the available themes in the OGL Console. Can download the available Design Kit(s) in the appID Can update the theme via the appID's Design Kit Can upload modified Design Kit(s) to the appID
Change application settings	Enable feedback Manage feedback settings for development and production Update the application(sub-account) name
Create Managed Guides	Set a guide as a managed guide
Manage Comments	Manage comments in the full editor
Reset end-user usage data	Reset user analytics data
Manage Cloud Configuration	Manage Cloud Configuration in the OGL Console
Manage Oracle Content	Manage Oracle Content in the OGL Console.
Batch Update Guides	This feature enables you to update guides in batches.

Assigning Roles and Permissions

You can assign all of the permissions within a role to a user, or assign specific permissions. Depending on your approach, the role icons will change so you can quickly see which roles and permissions a user has:

= ALL of the permissions within the OGL role are assigned to the user.

= SOME of the permissions within the OGL role are assigned to the user.

= NONE of the permissions within the OGL role are assigned to the user.

• To revoke all user permissions for a particular OGL role simply click on or to make it
• To assign all user permissions for a particular OGL role simply click on to make it
• To assign some user permissions for a particular OGL role simply click on , then proceed to assign/revoke the required permissions

Adding Users

Note:

Only the identified client-side OGL Admins have the access to add additional users to the account.

Use the user's email address to add them to the OGL.

To add users:

1. On your OGL console's navigation menu, select Settings > User Management.
   

   The User Management modal window appears.

2. Select the Add Users button.
   
3. Enter the new user's email address in the Email field, assign the user permissions, then select Save..
   

   Note:

   See the above "Assigning Roles and Permissions" section to learn more.
4. Select Close (X) to exit the User Management modal window.

Removing Users

To remove Users:

1. Navigate to the User Management modal window.
2. Check in the checkbox at the beginning of the line that lists the user you want to remove. Once checked in, the Delete button appears.
   
3. Select the Delete button.

   The user is now removed from OGL.

Exporting the OGL User Matrix

You can export the OGL user matrix in ".xlsx" format with a single click/selection.

1. Navigate to the User Management modal window.
2. Select the Export button () to download the user matrix.
   

   The browser now downloads the .xlsx file.