Understanding Roles in Experience Portals

In this article:

• Overview
• Who can manage Experience Portal access?
• Roles in Experience Portals
• How to assign roles to a group
• How to restrict a group's access to an Experience Portal
• FAQs

Overview

Roles determine what actions a user can take within an Experience Portal - what they can do (i.e. downloading assets, making changes to pages or content, managing settings, etc.). These permissions are determined by the DAM group they belong to and the role assigned to that group for that Experience Portal.

This article will discuss the types of roles available within Experience Portals and how to assign or restrict access. 

Click here to learn more about groups and permissioning content in your Experience Portal.

Who can manage Experience Portal access?

Only DAM Administrators can manage Experience Portal access. The Experience Portals tab in the DAM's Portals page is only visible to users in the Administrator group.

Note: Users with "Manage Portals" or Library Admin permissions can access the Portals page, but will not see the Experience Portals tab.

Roles in Experience Portals

There are three roles you can assign to a DAM group with Experience Portal access:

Administrator

Administrators have full control of the portal. Administrators can:

• Access both the front-end/live site and the backend (CMS)
• Create, edit, delete, draft, and publish pages
• Update page settings
• Edit the site menu
• Update the logo and favicon
• Create, edit, and delete forms
• Manage users
• Link assets from the DAM
• Access Settings/Theme
• Edit their own profile

Editor

Editors are content contributors with scoped page editing. Editors can:

• Access both the front-end/live site and the backend (CMS)
• Create pages and edit, delete, draft, publish, or update settings for pages within their assigned page user group
• Link assets from the DAM
• Edit their own profile

Editors cannot manage users, edit the menu, change the logo or favicon, manage forms, or access Settings.

User

Users can't access the backend (CMS) of the portal. They can view the pages assigned to their group and edit their own profile, but have no content management or administration capabilities. Users' ability to share and download assets through the Experience Portal is managed by group permissions within the DAM.

Role comparison

How to assign roles to a group

1. As an admin, in the DAM, go to Portals and select the Experience Portals tab.
2. Find the portal you want to configure and click Manage Portal Access.
3. For each DAM group listed, select a role from the dropdown: Administrator, Editor, or User.
4. Click Save. Changes take effect immediately.

Tip: For customers with multiple Experience Portals, you can assign different roles to the same group on different portals. Role assignments are per portal.

An important note: DAM Administrators (the Administrator group) are always assigned the Administrator role on every portal. Their role dropdown is disabled in the Manage Portal Access modal — this cannot be changed or downgraded on a per-portal basis.

How to restrict a group's access to an Experience Portal

To prevent a group from accessing an Experience Portal entirely, change the Visibility on the portal's homepage:

1. Open the Experience Portal and edit the homepage.
2. In the Page Settings dropdown, select the Visibility tab and unselect the group(s) you want to block.
3. Save the page.

Since all other pages sit under the homepage within an Experience Portal, restricting the homepage for a group blocks them from accessing the entire portal. 

Frequently asked questions

• Why can't I see the Experience Portals tab?
  The Experience Portals tab is only visible to DAM Administrators. If you have "Manage Portals" or Library Admin permissions but are not a DAM Administrator, you won't see this tab.
• Can I give one group different roles on different portals?
  Yes. Role assignments are per portal, so you can assign a group the Editor role on one portal and the User role on another.
• Why is the role dropdown greyed out for some groups?
  DAM Administrators will always have the Administrator role in Experience Portals and cannot be downgraded. Their dropdown is disabled to reflect this.
• Can Editors edit any page in the portal?
  No. Editors can only edit pages that are permissioned to their user group. An Editor without permission to access a particular page will not be able to edit or access that page.
• I have users I want to upgrade from "User" — how do I update their roles?
  Go to Portals > Experience Portals, open Manage Portal Access on the relevant portal, and update each group's role from the dropdown.
• How quickly do DAM group changes take effect in XP?
  Changes made in the DAM are reflected in XP automatically.