26 Manage Custom Roles

There are two types of custom roles:

• Editorial roles—Easily assign granular permission sets that you can apply to multiple repositories. Additionally, if you need to change the permission set, you can edit the role and the changes will apply to all repositories that use the editorial role.
• Workflow roles—When you register an Oracle Integration workflow in Oracle Content Management, the associated workflow roles are made available in Oracle Content Management. Assign members to workflow roles to determine the actions available for workflow tasks.

Repository administrators can manage custom roles in the following ways:

• Create an Editorial Role
• Edit an Editorial Role
• Copy an Editorial Role
• Share an Editorial Role
• Delete an Editorial Role
• View Editorial Role Properties
• Assign Workflow Roles

Create an Editorial Role

Repository administrators can create custom editorial roles to easily assign granular permission sets that you can apply to multiple repositories. Additionally, if you need to change the permission set, you can edit the role and the changes will apply to all repositories that use the editorial role.

To create editorial roles:

1. Click Content in the administration area of the side navigation menu and select Custom Roles from the banner menu.
2. On the Editorial Roles tab, click Create.
3. Enter a name, and, optionally, a description for the role.
4. By default, the role provides View access to all asset types and taxonomies (Any Type and Any Category). Select specific assets types and taxonomy categories for which you want to refine permissions:
   • To refine access to specific asset types, in the Assets column click Add, select asset types, then click Save.

     You can add up to 50 asset type rules.

   • To refine access to specific taxonomy categories, in the Taxonomies column click Add, select categories, then click Save.

     You can add up to 30 taxonomy category rules.

5. Select the appropriate permissions for asset types as a whole (Any Type), taxonomy categories as a whole (Any Category), and any selected asset types and categories.

   If you selected a site security taxonomy (used to manage sites in a shared repository) and a non-site category, you can also assign the Create Site permission. Users with the Create Site permission can create SST sites in the repository under the selected category.

6. When you're done refining access, click Save.

Now you can add the role to a repository and assign the role to users and groups.

Edit an Editorial Role

Repository administrators who are managers of an editorial role can edit the role, changing permissions as necessary.

1. Click Content in the administration area of the side navigation menu and select Custom Roles from the banner menu.
2. On the Editorial Roles tab, select the role, and then click Edit.
3. Edit the permissions as desired.:
   • To refine access to specific asset types, in the Assets column click Add, select asset types, then click Save.

     You can add up to 50 asset type rules.

   • To refine access to specific taxonomy categories, in the Taxonomies column click Add, select categories, then click Save.

     You can add up to 30 taxonomy category rules.

4. Select the appropriate permissions for asset types as a whole (Any Type), taxonomy categories as a whole (Any Category), and any selected asset types and categories.

   If you selected a site security taxonomy (used to manage sites in a shared repository) and a non-site category, you can also assign the Create Site permission. Users with the Create Site permission can create SST sites in the repository under the selected category.

5. To edit the name or description, click .
6. When you're done editing the role, click Save.

If the role was already added to any repositories, the changes will be applied to those repositories.

Copy an Editorial Role

Repository administrators can copy an existing editorial role, and then edit the permissions.

1. Click Content in the administration area of the side navigation menu and select Custom Roles from the banner menu.
2. On the Editorial Roles tab, select the role, and then click Copy.
3. Enter a name, and, optionally, a description for the role, and then click Save.
4. Select the new role, and then click Edit.
5. Edit the permissions as desired.:
   • To refine access to specific asset types, in the Assets column click Add, select asset types, then click Save.
   • To refine access to specific taxonomy categories, in the Taxonomies column click Add, select categories, then click Save.
6. Select the appropriate permissions for asset types as a whole (Any Type), taxonomy categories as a whole (Any Category), and any selected asset types and categories.

   If you selected a site security taxonomy (used to manage sites in a shared repository) and a non-site category, you can also assign the Create Site permission. Users with the Create Site permission can create SST sites in the repository under the selected category.

7. When you're done refining access, click Save.

Now you can add the role to a repository and assign the role to users and groups.

Share an Editorial Role

Repository administrators who are managers of an editorial role can share the role to allow others to manage the editorial role itself. Sharing an editorial role is like sharing any file or folder. Just select the role, click Members, and choose members you want to be able to manage the role. You can share with individuals or with groups.

You assign the role to users by adding the role to a repository and assigning it to users and groups.

Delete an Editorial Role

Repository administrators who are managers of an editorial role can delete the role. You can't delete editorial roles that have been added to a repository.

1. Click Content in the administration area of the side navigation menu and select Custom Roles from the banner menu.
2. On the Editorial Roles tab, select the editorial role you want to delete, and then click Delete.

View Editorial Role Properties

The editorial role properties show which repositories the role has been added to, when the editorial role was created and last updated, and an activity log for the role.

To view the properties, repository administrators can open or edit the editorial role, then click .

Property information is divided into tabs:

• General—displays the name, description, which repositories the role has been added to, when the role was created, and when it was last updated.
• Activity—displays the activity history for the role (such as created, renamed, copied), including who performed the activity.