About a month ago, we reminded you in this blog about a little used Page Security property called Editors. Editors serve a unique function as users to whom a Page might be assigned, but who are not able to finalize and publish the Page. This distinction from their Administrator counterparts, gives you the ability to build in three levels of workflow for your content: Editors (to create and edit the item), Administrators (to review, Publish and Send for Approval) and Approvers (to take one final look at Approve and Publish).
We want to encourage more of you to consider this type of process – to better delegate and distribute responsibility for content updates. (Really – shouldn’t your Control Owners be making those updates to Controls? Don’t you want the front line staff to document the Procedures they use every day?) We found that many organizations who have wanted to build in these levels of responsibilities were struggling when it came to checking out the pages to the right users. The people to whom they wanted to assign the Page weren’t in the list of options. What was happening? Why is it so difficult?
Let’s make it easier to Check Out Pages to new people.
In version 6.6, if you want to check a page out to a user, he must already be listed among the Administrators or Editors that has access to that page. To do that, you as the Administrator of the Page must go to the Page Security tab, seach and add the user or his Group, and save the Page. Then you can check it out to your new Editor.
In our new version 6.7, we’re going to save you some steps and, just maybe, some headaches.
Go to the Check Out to Others function. If your user is not already one of the Administrators or Editors, that’s okay – you can add him using the Select User icon right from this same window. The user selected will be added as an Editor, and the Page will be checked out to him. Easy peasy.
We haven’t taken away the cool little drop down option, either. If your users are already set up in your Page Security, the drop down list will display all of the individuals who can edit or can administer the page so that you can easily pick the right one.
Ready to start using Editors? Want to learn more about version 6.7? Just really like chatting with the policyIQ support team? Send us an email and let us know how we can help to support your organization and your policyIQ implementation.