Kontent by Kentico: Establish Roles

Akshay Sura - Partner

17 Jan 2022

In this video, we walk you through on how to establish roles as part of your content creation efforts in the Kontent Headless CMS.


Note: The following is the transcription of the video produced by an automated transcription system. 

Hi, this is Akshay Sura from Konabos. Today, we'll be talking about roles before we get into roles. One of the main things we have to remember is we create content as a team. Content creation process involves depending on the site size of your org or the complexity of your organization, several individuals, several departments, so it can get pretty complicated. So before you get into thinking about roles or workflows, one of the main things you need to figure out is one try to keep it simple at the same time, what can you start off with? So layout your content. Figure out OK, based on the content, I know that for something like, you know, when we're building pages, we would need definitely have to get, you know, the maybe SEO approval. We also have to get the legal approval before we can go live for product related. So since we are working in a sample product sample project, if it's product related, which is coffee beans is our business. When we're posting something to do with coffee beans, we would need it to be routed to someone who is a product expert who can talk about, you know, the roasting temperature, the color, the origin. Talk about how it's cultivated things of that sort like product marketing almost, for instance. So once you have your content workflow set up, the teams, conceptually, you can come up with roles. So as we talked about, we're like, OK, if it's a page or a home page, we would want it to browse through someone who's an SEO professional, for instance. So when we look at it by default, we have this project manager role.

It comes by default, pretty much can do a lot of things. If you notice it's, you know, anyone who's in the project manager role can view, edit, create and delete all content items. So it's a lot of power, and you can also notice that they can do quite a little bit of administrative stuff so you could create the actual types. So which is what your content is based off of manage taxonomy do a bunch of things like adding people, API project members, managing environment to it's. It's quite a powerful role, so definitely don't want to add everyone to project manager all at the same time. Creating new roles is actually super simple. So let's just go ahead and create an SEO role and we'll add a rule to it. What the rule is what can they do. So when you think about an SEO person, they're acting upon a content which is already created, and again, it depends on your content model. Maybe they have to create new items. If that's the case, then there would need a create access in the one we are looking into. They probably don't. I mean, someone already created the page, but a bunch of components and content on top of it. We just want this as your group to take a look and maybe view and edit with what they need. Do they need to do? You know, all content items are only the things assigned to them? Again, it really depends on how you want to structure it. I'm going to just select assigned whatever has been assigned to this specific role.

And then what content types do they need to deal with? And again, we talked about it. For instance, right now, I'm only interested in this SEO group to take a look at pages because that's where we have SEO Metatags. It goes to the web channel, gets published, so we need someone to take a look. We can add other rules of different things, maybe other content types, other different types of permissions. You could add exceptions to the rule if you choose to. This group of people would not be doing any of the administrative activities, so I am not going to give that. So I'm going to go ahead and save. So anyone assigned to this specific role can view or edit items which are assigned to them, and those items have to be of type, home page or page. And this kind of satisfies our roles. So as I mentioned roles, you can create different roles. We could create another role called legal, and then only individuals who belong to that group can take a look. And again, legal review. Most are, you know, corporates have this where they're making sure you're not claiming something which you're not supposed to without giving credit things of that sort. So depending on how complex it is, you can create these roles and then you can assign your team members to them. And once a piece of content is being pushed in different workflow steps, these roles will come into play and tasks can be assigned to these individuals. I hope this was useful. Thank you so much for watching.

Establish roles working with your content

If you have any questions, please get in touch with me. @akshaysura13 on Twitter or on Slack.

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Akshay Sura

Akshay is a nine-time Sitecore MVP and a two-time Kontent.ai. In addition to his work as a solution architect, Akshay is also one of the founders of SUGCON North America 2015, SUGCON India 2018 & 2019, Unofficial Sitecore Training, and Sitecore Slack.

Akshay founded and continues to run the Sitecore Hackathon. As one of the founding partners of Konabos Consulting, Akshay will continue to work with clients to lead projects and mentor their existing teams.

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