Overview of Permissions in ScreenSteps

Permissions in ScreenSteps determine what actions users can perform within the platform. They are used to control access to content, features, and administrative functions, ensuring that each user or group of users has the appropriate level of access based on their role and responsibilities.

• Permissions can be managed for individual users or groups.
• Two main user roles exist: account admin and site user.
• Permissions define what users can view, edit, or manage within ScreenSteps.

Key Terms

Understanding the following terms is essential for grasping how permissions work in ScreenSteps:

• Account Admin: A user with full access to the entire account, including all content and settings. Account Admins do not require specific permissions to be assigned.
• Site User: A user who can be assigned specific permissions, either individually or through group membership.
• Group: A collection of users who share the same set of permissions. Assigning permissions to a group applies them to all its members.
• Account: Your company account including all sites, users, groups, and content.
• Site: A single collection of content for a specific audience. An account can have one or more sites, but a site will only be part of one account.
• Assets: Manuals, chapters, and articles. Articles contain actual content. Manuals and chapters organize articles. All assets belong to a site.
• Permission Levels: The specific actions a user or group is allowed to perform, such as viewing, editing, or managing content.
• Modules: Additional features or areas within ScreenSteps (e.g., managing article requests, channels, courses, notifications, site templates, and viewing reports) that can be enabled for users or groups.

Permission Levels Explained

ScreenSteps offers several permission levels, each granting different capabilities. These levels are hierarchical, with each higher level including the permissions of the levels below it (except for "assigned only," which is more granular):

• Assigned Only: Allows access only to specific content explicitly assigned to the user or group. Useful for contractors or users who need very limited access.
• View: Grants the ability to view published content in the knowledge base. Additional modules can be enabled for more access.
• Review: Allows users to view published content and comment on drafts in the editor, but not edit or publish content.
• Contribute: Permits creating and editing drafts in the editor, in addition to viewing and reviewing content. Cannot publish or manage content.
• Manage: Enables creating, editing, and organizing content, topics, and categories. Does not allow user or site settings management.
• Site Admin: Provides full access to all site content, configuration, user management, and administrative functions.
• Permission levels control what users can see and do.
• Higher levels inherit the abilities of lower levels (except "assigned only").
• Permissions can be set at the Site level or on individual Assets.

Roles and Group Membership

Every user in ScreenSteps is either an account admin or a site user. Account Admins have unrestricted access, while site users receive permissions based on their individual or group assignments. Groups are used to efficiently manage permissions for multiple users at once.

• Account Admins are not limited by group permissions.
• Site Users inherit permissions from their groups and can also have individual permissions assigned.
• Users can belong to multiple groups; the most permissive set of permissions applies.

Modules and Additional Access

Modules are specialized features in ScreenSteps that can be enabled for users or groups (except site admins, who have access to all modules by default). Modules include:

• Manage article requests
• Manage channels
• Manage courses
• Manage notifications
• Manage site template
• View reports

Enabling modules allows users to perform specific tasks, such as handling article requests or viewing usage reports, beyond their basic permission level.

• Modules grant access to additional features.
• Site admins automatically have access to all modules.
• Modules can be assigned to groups or individual site users as needed.

Why Permissions Matter

Properly managing permissions ensures that users have access only to the information and tools they need. This helps protect sensitive content, streamlines workflows, and supports organizational security and efficiency.

• Permissions help maintain security and confidentiality.
• They enable tailored access for different roles and responsibilities.
• Efficient permission management supports organizational structure and workflow.