User management, roles and permissions

Table of Contents:

About user roles and what they can do:

Intranet users can be assigned one of below roles that dictate what they can and can't do on that Intranet site.

How to Add a Site Editor or Site Viewer?

Site Owners are able to add Site Editors and Site Viewers, and Site Editors are able to add Site Viewers. Here's how that's done.

1. Login to the admin page of your site

2. Hover over the "Users" item in the left-hand menu and click the "Add New User" option

3. Scroll down to the "Add New User" section

4. Enter the person's Harvard email address

5. In the "Username" field, enter the part of the person's email address that comes before the @ symbol. Example: for jdoe@hsph.harvard.edu the username would be "jdoe"

6. Select the role you want to assign the user based on the role capability matrix above

7. Click the "Add New User" button

   1. If you receive an error stating that the user already exists, submit the same information in the "Add Existing User" form directly above

How to request a change in site ownership?

As seen above, Site Owners can add/remove Site Editors, and Site Editors can add/remove Site Viewers. The only user access request that requires a ticket is when a Site Owner needs to be added or removed.

To request a change in site ownership, please submit a ServiceNow ticket to the Application Development team by sending an email to webteam@hsph.harvard.edu.

Note: requests for site ownership changes must be submitted by an existing site owner or Authorized Requestor, or be approved by one of those two via email.

Please include the following information:

Site homepage:

User's email address:

Requested change:

Example

Site homepage: https://intranet.hsph.harvard.edu/operations

User(s) email address: john.doe@hsph.harvard.edu, jane@hsph.harvard.edu

Requested change: Please remove john as a Site Owner and make Jane a Site Owner

Review list of users

Site owners should review the list of users (i.e. site editors) who have the administrator role. To view the list of users, mouse over "Users" and click on "All Users" in your Dashboard. Site owners should remove users that have left the department or no longer need an administrator role. Site owners can add new site editors by clicking the "Add New User" button. 

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