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Drupal CMS: Editing roles and publishing

Learn about editing roles and publishing in Drupal.

Differences in Drupal editing roles

A new Site Owner role has been introduced on Drupal from March 2021 along with some changes to other roles. If you are a Site Owner please refer to our how-to guide for Site Owners.

There are now four editing roles in Drupal:

  • Site Owner
  • Web Content Manager (formally Senior Editor)
  • Editor
  • Contributor (formally Author)

Note: Only the titles have changed for some roles, the permissions remain the same for all roles. 

The Site Owner has overall responsibility for the site. The website owner is usually the Faculty Communications Manager, departmental manager or head of department.

Web Content Managers will have some responsibilities for their site, including providing advice and cascading information to Editors and Contributors.

Drupal roleCanBut can NOT
Site Owneradminister user accounts by granting and removing editing access, create and publish content, edit all areas of the website, oversee the workflow, set up some redirects, control certain design elements, add pages to menusset the homepage; change the layout of teasers from having the title above or below the image on landing pages - see UCL's student pages for an example of where they have the title above the image rather than below.
Email Web-Support Team to set homepages and change the layout of teasers.
Senior  editorcreate and publish content, edit all areas of the website, oversee the workflow, set up some redirects, control certain design elements, add pages to menusset the homepage; change the layout of teasers from having the title above or below the image on landing pages - see UCL's student pages for an example of where they have the title above the image rather than below.
Email Web-Support Team to set homepages and change the layout of teasers.
Editorcreate and publish content; publish other people's editsset the homepage; change the layout of teasers from having the title above or below the image on landing pages - see UCL's student pages for an example of where they have the title above the image rather than below;
Authoredit pagesset the homepage; change the layout of teasers from having the title above or below the image on landing page, edit landing pages, publish pages; add pages to menus; add a site banner

    Responsibilities of Web Content Managers

    • Request Drupal editor / author access for departmental users
    • Ensure that the web content is GDPR compliant -  personal data or commercially sensitive information should never be posted on any of your websites
    • Remind editors / authors that they should never put anything silly on any page, even if they are planning to delete it
    • Ensure that your web content meets online accessibility guidelines - show editors / authors the accessibility checklist
    • Keep an up-to-date list of all editors and inform Web-support Team (email) when editors leave UCL
    • Provide editors with the relevant tags for feedable content types such as news and events and show them how to deal with feeds
    • Inform editors and authors of any important changes and news related to the website
    • Show departmental users access to Google Analytics for their page(s)
    • Organise regular meetings with editors / authors to discuss if the website is still in line with the departmental / project strategy, if any changes required to the contents of the website, which content needs reviewing etc
    • Inform Web-support Team (email) of any changes to editors, including their own role
    • Ensure that images used on the website meet legal and brand requirements. For example, ensure that images on your site have the correct copyright - show editors where to find UCL copyright-free images on UCL Imagestore
    • Show editors/authors how to resize images.
    • Show editors/authors where to upload videos on MediaCentral
    • Share SEO and writing for the web best practice with editors and authors

    We recommend that each site should have no more than two Web Content Managers.

    How to publish content

    • Web Content Manager: For a Web Content Manager to publish, you need to choose 'Publishing options' from the left-hand menu when in editing mode, then choose 'published' and then 'Save'.
    • Editor: For an editor to be able to publish, you need to choose 'Revision information' from the left-hand menu when in editing mode, then choose 'published' and 'Save'. Your work may be moderated by the Web Content Manager, if you choose 'needs review', but if they choose 'published' there is no need to pass it by the Web Content Manager.
    • Contributor: In order to publish, you will need to choose 'Needs review'. Their work will then be moderated by an editor and when ok, it will be published by the editor.

    Please note: Any new content or changes to existing content that are published can take some time to show on the website. For more information about how long the different types of content updates can take please see the how-to guide on publishing content.

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