Platform Roles and Permissions
Web Managers need a good understanding of what each User Role can and cannot do. The Web Manager has the highest level of permission and can assign a User Role to the other staff who contribute content to the website. Learn about each User Role to help you decide the appropriate level of access for the members of your website team.
Standard User Roles and Permissions
Permissions
The agency Web Manager is the primary steward of the web presence for an agency. Depending on the size and complexity of the agency website(s), all content-related functions are either performed by or managed by the Web Manager. Additional Web Managers can be added to assist the Primary Web Manager.
This role is primarily a communications role and is more appropriately aligned with the Communications/Public Information office than with IT. Some of the Web Manager's responsibilities include:
- Information architecture, digital strategy, and search engine optimization
- Usability and clarity of online information, and creation of digital assets, such as graphics and video
- Agency liaison with NCDIT
The agency Web Manager can:
- Perform all the same functions as the Publisher, Editor, Event Creator, and Alert Creator roles.
- Manage menus and create any new content type that needs to be placed in a menu: Site Pages, Landing Pages, Data Tables, and Webforms.
- Maintain all menus, URL redirects and social media blocks.
- Administer agency platform users by assigning their roles.
When to Request this Role
Submit a Support Request to assign a user this role when you fully trust the user to responsibly create or maintain any aspect of the website.
Training Requirements
All Web Managers must complete three levels of training:
- Digital Commons Orientation (Online Module)
- Digital Commons Basic Training (Virtual Instructor Led Class)
- Digital Commons Web Manager Training (Virtual Instructor Led Class)
Permissions
The Publisher role assists the agency Web Manager. A Publisher can perform all the same functions as the Event Creator, Alert Creator, and Editor roles, plus:
- Publishers can create and publish new:
- Alerts
- Blogs
- Events
- Press Releases
- Publishers can make changes to existing Site Pages and can publish them.
- Publishers can make changes to existing Landing Pages but cannot publish them.
When to Assign this Role
Assign this role when you trust the user to:
- Create Alerts and Events that they publish.
- Create Press Releases and Blog Entries that they publish.
- Edit Site Pages that they publish.
- Edit Landing Pages that you review and publish.
- Review and publish content created by Editors.
Use the Moderation Dashboard to review and publish content made changes by other roles.
Training Requirements
Staff working in this role should complete the following training:
- Digital Commons Orientation (Online Module)
- Digital Commons Basic Training (Virtual Instructor Led Class)
Permissions
The Editor role assists the agency Web Manager. An Editor can perform all the same functions as the Event Creator and Alert Creator roles, plus:
- Editors can create new Press Releases and Blog Entries but cannot publish them.
- Editors can make changes to existing Site Pages but cannot publish them.
When to Assign this Role
Assign this role when you trust the user to:
- Create Alerts and Events that they publish.
- Create Press Releases and Blog Entries that you review and publish.
- Edit Site Pages that you review and publish.
Use the Moderation Dashboard to review and publish content made changes by other roles.
Training Requirements
Staff working in this role should complete the following training:
- Digital Commons Orientation (Online Module)
- Digital Commons Basic Training (Virtual Instructor Led Class)
Permissions
The Event Creator role assists the agency Web Manager. An Event Creator can only create and publish the Event content type.
When to Assign this Role
Assign this role when you want the user to be responsible for Events only. New Events are automatically added to the Event View.
Training Requirements
Staff working in this role should complete the following training:
- Digital Commons Orientation (Online Module)
- Digital Commons Basic Training (Virtual Instructor Led Class)
Permissions
The Alert Creator role assists the agency Web Manager. An Alert Creator can only create and publish the Alert content type.
When to Assign this Role
Assign this role when you want the user to be responsible for Alerts only. By default, Alerts appear on every page of the website.
Training Requirements
Staff working in this role should complete the following training:
- Digital Commons Orientation (Online Module)
- Digital Commons Basic Training (Virtual Instructor Led Class)
Uncommon Roles
The Administrator role is reserved for the NCDIT employees who support the Digital Commons platform and related digital products. Our team helps you understand our platform and determine how a Digital Commons website can provide solutions for your agency. You can rely on our team’s support for the life of your website. Our responsibilities include:
- Maintenance of the Digital Commons platform, to include server management, performance, security, database administration, integration with NCID, module updates, search engine, etc.
- Working with agencies to determine priorities for enhancement
- Support analytics, ensure guidelines and policies are followed
- Training and documentation
- Vendor liaison, if applicable.
This role is only used in the Department of Revenue.
One must be a Web Manager to create and manage webforms. However, sometimes other staff need access to view webform submissions. In this situation, assign the Webform Submissions Viewer role to that user. They will not be able to make changes to the webform, but they can access and download data that has been received.