Workbench Access Examples

This is a port of the README file within the Workbench Module. It may need to be adapted to fit the Handbook style.

In the above scenario, The University is the root element of the hierarchy. All other elements are "children" of this "parent" item. Individual items can themselves have children.

For our University, the following relationship exists:

  • Alumni is a child of Students
  • Students are a child of The University

When we grant access rights for content editors, we can therefore decide if a user should be able to edit any of the following:

  • All content in The University and all its children
  • All content in Students and all its children
  • Only content in Alumni

In practice, this means that the Dean can have wide authority over that part of the website that she is responsible for, while a student intern might have very limited roles.

In our University, we have three types of web site users:

  • Editors are responsible for the entire site.
  • Deans are responsible for an entire College.
  • Writers are responsible for specific departments.

In this scenario, Workbench Access would be configured as follows:

  • Jane Doe, site editor
    • Assigned to The University section.

Workbench Access Use Case

This is a port of the README file within the Workbench Module. It may need to be adapted to fit the Handbook style.

The above description is abstract, so let's look at a practical use-case.

Imagine that you work for a large university. The university is divided as follows:

  • The University
    • Colleges
      • College of Arts and Sciences
        • Art
        • Biology
        • Physics
      • School of Medicine
        • Dentistry
        • Medicine
        • Nursing
    • Staff
      • Administration
      • Faculty
      • Support Staff
    • Students
      • Prospective Students
      • Current Students
      • Alumni

In such a system, people who are part of the Biology department have no authority inside the Nursing group. The two groups are separate parts of the hierarchy. The chair of the Biology department, therefore, cannot set policy for the Nursing school.

Troubleshooting Workbench

This is a port of the README file within the Workbench Module. It may need to be adapted to fit the Handbook style.

Some helpful tips:

For automatic navigation to Workbench, be sure to give your user role access to the Administration Toolbar; otherwise you need to add access to one of the menus.

Be sure your user role has permission to create content. Without those permissions, Workbench will only give you access to your user account.

Using Workbench

This is a port of the README file within the Workbench Module. It may need to be adapted to fit the Handbook style.

As an Administrator or a user with Access My Workbench permissions, you will see My Workbench in the toolbar to the right of the Home icon.

My Content

On the My Content tab, you can see three areas:

  • My Profile
  • Content I've Edited
  • All Recent Content

This is your content dashboard. As soon as you Add or edit content, it will be displayed in the Content I've Edited block.

Notice the sub tabs:

  • Content I've Edited
  • All Recent Content

These go to full page lists with filters available to shorten the list of content. You can filter the list by:

  • Title (keywords)
  • Type (Content type)
  • Published (status of the content)
  • Items per page (defaults to 25)

Any lists of content include columns labels which can sort the current list. Each item in the list links to the full content or you can click edit to start editing.

Creating Content

Workbench Configuration

This is a port of the README file within the Workbench Module. It may need to be adapted to fit the Handbook style.

Workbench does not have any configuration settings. Additional Workbench modules have their own configuration.

For example: see Workbench Access, Workbench Moderation for configuration information for these Workbench modules.

Workbench Permissions

This is a port of the README file within the Workbench Module. It may need to be adapted to fit the Handbook style.

Once a user role has access to create content, Workbench becomes immediately useful.

Workbench Permissions

  • Administer Workbench settings
    Only Administrators should have access to this. Workbench without its other modules does not have any configuration settings. It becomes more useful when additional workbench modules are enabled.
  • Access My Workbench
    For any user role who may access their own workbench a.k.a My Workbench
  • View all unpublished content
    Allows a user to see content that is not Published on the site. This becomes even more useful when Workbench Moderation is enabled.

A typical permission setup so that a user can take advantage of Workbench looks like:

  • Node Permissions
    • Article: Create new content
    • Article: Edit own content
    • Article: Delete own content
    • Basic page: Create new content
    • Basic page: Edit own content
    • Basic page: Delete own content
  • System Permissions
    • View the administration theme
  • Toolbar Permissions

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