TutorialLearn by doing

Give your first colleague access

In this tutorial, we’re going to give a new colleague access to Storyteq CMP: invite them, choose their role, add them to a group, and check what they’ll be able to do. Setting up a user correctly the first time saves them waiting for access, and saves you fixing their permissions later. By the end, your colleague will have an invitation in their inbox and the access their job needs.

Prerequisites

To follow this tutorial, you need:

  • A user role with the Admin role for Administration Panel, which lets you invite and manage users. The Client Admin role preset includes this. Each role’s permissions are listed in User role presets and permissions.

  • A real colleague who needs access, and their email address.

  • An existing group that your colleague should belong to, such as their brand or team group.

What you see here depends on your workspace’s configuration. To manage groups, you also need to belong to a group that gives access to the Groups section of Administration, which is set up for your workspace. If Groups isn’t available to you, contact your administrator.
The invitation email is sent as soon as you invite someone, and can’t be held back. Invite a real colleague who is ready to start, not a test address. If you invite someone by mistake, remove their access straight away.

What we’ll create

We’ll invite one colleague with the Standard User role preset, which suits people who find assets and create adaptations. Then we’ll add them to their team’s group, and check the access the role and the group give them together.

Throughout the tutorial, we’ll use new.colleague@example.com as the email address. Use your colleague’s real address wherever you see it.

The tutorial takes about 15 minutes in five steps:

Step 1: Open user management

Everyone who can sign in to Storyteq CMP is listed on the User Management page.

We’re going to open it.

  1. From the bottom-left navigation, select .

    Platform Administration opens.

  2. Select Users.

You’ll notice that:

  • Users are listed in tabs, starting with Active Users.

  • Each user’s role is listed beside their name.

  • You can search the list by name or email address, or filter it by Role.

Step 2: Invite your colleague

A user’s role decides which features they can use in each module of the platform, such as Content Portal or Adaptation Studio. A role preset sets the role for every module at once, to suit a common job.

We’re going to invite our colleague with the Standard User preset.

  1. Select Invite Users.

  2. Enter the colleague’s details:

    • Email: new.colleague@example.com

    • First name and Last name: your colleague’s name

  3. In Role Preset, select Standard User.

    The role for each module fills in below the preset.

  4. Leave the module roles as they are.

    Changing any of them changes the preset to Custom.

  5. Leave Access to CA Platform turned off.

    That setting displays the app switcher that opens Adaptation Studio, which your colleague needs only if they’ll work in Adaptation Studio itself.

  6. Select Save and Invite.

You’ll notice that the invitation window closes straight away. Your colleague receives an email inviting them to sign in.

The Standard User preset gives them, for example, the Viewer role for Content Portal and the Creator role for Assets, under Adaptation Studio: they can open portals and create adaptations, but not change portals or administer users. Every preset and role is listed in User role presets and permissions.

Step 3: Find your colleague in the user list

We’re going to check that the invitation was created, and with the right role.

  1. On the User Management page, search for new.colleague@example.com.

  2. Find your colleague in the list.

You’ll notice that their role is listed as Standard User.

If your colleague doesn’t receive the email, open their menu and select Resend Invite.

Step 4: Add your colleague to a group

A role controls which features someone can use. A group controls which portal pages they can see, and how they take part in projects. Most people need both.

We’re going to add our colleague to their team’s group.

  1. In Platform Administration, select Groups.

  2. Select the name of your colleague’s group.

  3. Select Add Members.

  4. Search for new.colleague@example.com, select your colleague, and select Save.

You’ll notice that your colleague now appears in the group’s member list.

To add someone to several groups, repeat this step in each group. There’s no way to add a user to more than one group in a single action.

Step 5: Check their access

A user’s access is the combination of their own role and anything their groups add. We’re going to check the combined result.

  1. Return to the User Management page and find your colleague.

  2. Open their edit view by selecting from Actions.

  3. Select the Applied Permissions tab.

    It lists each module, the role that applies, and, in Granted by, whether that role comes from your colleague’s own permissions or from a group.

  4. Close the edit view without changing anything.

You’ll notice that where a group grants a higher level of access than your colleague’s own role, the higher level applies, and Granted by names the group. The page says so too: the highest permission between groups and individual permissions is applied. That’s why it’s worth checking here: a group can give someone more access than their preset suggests.

The finished setup

Here’s what we’ve built:

  • User: your colleague, invited at new.colleague@example.com (your colleague’s real address), with the invitation email sent.

  • Role: the Standard User role preset, unchanged.

  • Group: membership of their team’s group.

  • Access: checked in their edit view, combining the role and the group.

If you need to remove access

If you invited the wrong person, or someone leaves, deactivate them. Deactivating removes their access straight away, and you can reactivate them later.

  1. On the User Management page, find the user in the Active Users tab.

  2. Open the user’s menu and select Deactivate User.

  3. Select Deactivate to confirm.

The user moves to the Deactivated Users tab, and can no longer sign in.

To remove them completely, open the Deactivated Users tab, find them, and select Delete User.

Deleting a user is permanent and can’t be undone.

Conclusion

In this tutorial, you’ve learned how to:

  • Find users on the User Management page.

  • Invite a user with a role preset.

  • Check a new invitation and resend it if needed.

  • Add a user to a group.

  • Check a user’s combined access from their role and groups.

  • Deactivate a user.

Manage users and Manage groups cover every option when managing users and groups. Understanding roles and groups explains how roles and groups work together.