Managing Access & Permissions

Site Builder allows site owners to add users and remove them, as well as change the level of access users have to the website. 

Users and roles (adding site editors and administrators) are managed by clicking People in the Admin toolbar. By default, Site Builder allows each user to be assigned one of the following roles:

Editor: Permits ability to add/edit/delete content (news, page, and UCSF Person). This role is for people who keep site information up to date.

Site Admin: Provides editor ability (above),as well as the ability to change site functionality. This is the highest-access role that should be assigned to others in the group.

UCSF Admin: Provides site admin privileges and the ability to manage modules. This role is for people who develop and change site functionality—typically, Web Services or a 3rd-party Drupal vendor.

Adding Users

On the People page, click "Add user" near the top left of the page.

Step 1: Enter the username and e-mail address of the user you are adding. Using the email address for both fields is recommended.

Step 2: Create a temporary password, i.e., "123456". 

NOTE: Using a consistent simple password for this step is recommended. If the new user has any problem receiving the Drupal email, you can instruct them to log in with the temporary password and immediately reset it to something secure.

Step 3: Ensure "Notify user of new account" is toggled to "On" so the user will receive an email that notifies them of their new account. Again, direct the new user to update their password right away.

Removing Users

On the people page, you can “Cancel account” to delete the user; however, we recommend setting the user’s “Status” to “Blocked” by going into the edit page for that user. Content created by a blocked user will still present the user’s name as creator (for content they’ve added) instead of switching to anonymous (which is what happens when their account is canceled). Knowing who created content can prove helpful for future updates or if you need to inquire about something when a new admin or site owner takes over.

Website Registration

UCSF A to Z List

Once your site is live, you'll want to make sure it is searchable within the UCSF directory of websites. Submit a request through Service Now. 

Digital Accessibility

A new mandate requires that all UCSF websites comply with digital accessibility standards. The Digital Accessibility team has extensive accessibility resources, including videos and monthly office hours, to help you meet the compliance requirements. 

The first step you will take to assess your website's accessibility compliance is to run a Siteimprove report. Follow the login instructions and refer to the training materials for guidance.