Overview of LibGuides account permissions

There are five different account levels in LibGuides.

  • Admin users: these users can create content, edit all content in the system, and manage system settings & customizations.
  • Regular users: these users can create and edit their own content. Ideal for most users who will be creating and maintaining guides.
  • Editor users: these users can only edit guides to which they've been assigned as editors. Ideal for collaborators, such as students, faculty, or volunteers.
  • Contributor users: this user level is only available with E-Reserves. These users have the same access to E-Reserves as regular users, but editor-level access in the rest of the system.
  • Patron users: this user level cannot log into the admin side of LibApps. These are public-facing accounts that allow patrons to comment on blogs and post to discussion boards.

The sections below summarize the various permissions that each account has.


General permissions

Permission Admin users Regular users Editor users Contributor users Patron users
Log into LibGuides Yes Yes Yes Yes No
Create widgets Yes Yes No No n/a
Access the API (CMS-only) Yes Yes No No n/a
Download XML data exports Yes Yes, but only for guides they own No No n/a
Download HTML guide backups Yes Yes, but only for guides they own No No n/a
Access the OAI-PMH feed Yes Yes No No n/a
Access the Search & Replace tool Yes No No No n/a
Access the Link Checker tool Yes Yes, but can only edit assets they own (unless they have been given the Manage Assets permission).* No No n/a
Customize system settings Yes No No No n/a
Customize look & feel options Yes No No No n/a
Manage subjects, tags, friendly URLs, and metadata Yes Only if they have the Manage Subjects / Tags / Friendly URLs permission.* No No n/a
Create and manage user accounts Yes No No No n/a
Create and manage alert boxes Yes No No No n/a

* The Manage Assets and Manage Subjects/Tags/Friendly URLs permissions are only available in CMS. 

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Guides

Permission Admin users Regular users Editor users Contributor users
Create new guides Yes Yes No No
Assign a guide to a group (CMS-only) Yes, any group Yes, but only if given access to the group Yes, but only if given access to the group Yes, but only if given access to the group
Edit and delete guides
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.

Change a guide's status to Published

  • If publishing workflow is enabled, user must be an authorized reviewer. Otherwise, they must submit the guide for review.
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group
 
Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Change a guide's status to Private
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Change a guide's status to Unpublished
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Assign editors to a guide
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). No No
Reassign ownership of a guide
  • If a guide is assigned to a group, user must also have access to that group.
Yes, any guide in any group Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). No No

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Publishing Workflow (CMS only)

Permission Admin users Regular users Editor users Contributor users
Enable or disable Publishing Workflow Yes No No No
Add or remove authorized reviewers Yes No No No
Can be an authorized reviewer Yes Yes No No
Can take boxes and pages out of Draft mode on published guides when Publishing Workflow is enabled Only if an authorized reviewer. Otherwise, they must submit the guide for review. Only guides they own or edit (unless they have been given the Edit All Guides permission) and only if an authorized reviewer. Otherwise, they must submit the guide for review. For guides they've been assigned to edit, they must submit the guide for review. For guides they've been assigned to edit, they must submit the guide for review.
Can change a guide's status to Published when Publishing Workflow is enabled Only if an authorized reviewer. Otherwise, they must submit the guide for review. Only guides they own or edit (unless they have been given the Edit All Guides permission) and only if an authorized reviewer. Otherwise, they must submit the guide for review. Only guides they've been assigned to edit and only if an authorized reviewer. Otherwise, they can only submit the guide for review. Only guides they've been assigned to edit and only if an authorized reviewer. Otherwise, they can only submit the guide for review.
Can change a guide's status to Private or Unpublished when Publishing Workflow is enabled Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Can take boxes and pages out of Draft mode on Private or Unpublished guides Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit.
Can add new content to visible boxes and pages on published guides Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit.  Yes, but only guides they've been assigned to edit.

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Assets

Permission Admin users Regular users Editor users Contributor users
Create and reuse assets Yes Yes Yes Yes
Edit and delete assets Yes, any asset Yes, but only assets they own (unless they have been given the Manage Assets permission).* Yes, but only assets they own. Yes, but only assets they own.
Add and manage resource icons Yes Only if they have been given the Manage Assets permission.* No No

* The Manage Assets permission is only available in CMS.  

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A-Z Database List

Permission Admin users Regular users Editor users Contributor users
Create and manage databases Yes Only if they have been given the Manage Assets permission.* No No
View, filter, and export the database list Yes Yes No No
Customize A-Z Database List settings Yes Only if they have been given the Manage Assets permission.*  No No
Analyze holdings (CMS only) Yes Yes No No
Browse the A-Z Community list (CMS only) Yes Yes No No

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Image Manager

Permission Admin users Regular users Editor users Contributor users
Add and manage images the user's personal library Yes Yes Yes Yes
Add and manage images in other users' personal libraries No No No No
Add and manage images in the shared library Yes No No No

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Blogs

Permission Admin users Regular users Editor users Contributor users Patron users
Manage system blog settings Yes Only if permission is enabled by admin No No No
Add and manage posts on the system blog Yes Only if permission is enabled by admin No No No
Comment on system blog posts Yes Yes Yes Yes Yes
Add a blog page to a guide Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit. No
Manage a guide blog's settings Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission).  Yes, but only guides they've been assigned to edit.  Yes, but only guides they've been assigned to edit.  No
Add and manage posts on a guide's blog Yes Yes, but only guides they own or edit (unless they have been given the Edit All Guides permission). Yes, but only guides they've been assigned to edit. Yes, but only guides they've been assigned to edit. No
View a guide blog's posts
  • If a guide is assigned to a group, user must also have access to that group.
Yes Yes. Yes Yes Yes
Comment on system blog posts Yes Yes Yes Yes Yes

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E-Reserves (add-on module)

Permission Admin users Regular users Editor users Contributor users
Customize E-Reserves settings Yes Only if they have the Manage E-Reserves permission. No No
Add and manage course terms Yes Only if they have the Manage E-Reserves permission. No No
Add and manage copyright statuses Yes Only if they have the Manage E-Reserves permission. No No
Create and reuse courses Yes Yes No Yes
Edit a course's content and settings Yes Yes, but only courses they own or edit (unless they have the Manage E-Reserves permission). Yes, but only courses they've been assigned to edit. Yes, but only courses they own or edit.
Add items Yes Yes, but can only assign to courses they own or edit (unless they have the Manage E-Reserves permission). Yes, but can only assign to courses they're assigned to edit. Yes, but can only assign to courses they own or edit.
Edit and delete items Yes Yes, but only items they own (unless they have the Manage E-Reserves permission). Yes, but only items they own. Yes, but only items they own.
Track and manage copyright for items Yes Yes, but only items they own (unless they have the Manage E-Reserves permission). Yes, but only items they own. Yes, but only items they own.
Manage e-reserves requests Yes Only if they have the Manage E-Reserves permission. No No

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mSite Builder (add-on module)

Permission Admin users Regular users Editor users Contributor users
Create and manage mobile sites Yes Only if they have the Manage mSite Builder Sites permission. No No
Customize mobile site settings Yes Only if they have the Manage mSite Builder Sites permission. No No
Add and edit site content Yes Only if they have the Manage mSite Builder Sites permission. No No

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Discussion boards (CMS only)

Permission Admin users Regular users Editor users Contributor users Patron users
Add and manage discussion tags Yes Only if they have the Manage Discussions permission. No No No

Add and close discussions on internal discussion boards

  • For internal guide discussion boards, users must also have permission to edit the guide.
Yes Yes, but can only close their own discussions (unless they have the Manage Discussions permission). Yes, but can only close their own discussions. Yes, but can only close their own discussions. No
Edit and delete posts/replies on internal discussion boards
  • For internal guide discussion boards, users must also have permission to edit the guide.
Yes Yes, but only their own posts/replies (unless the have the Manage Discussions permission). Yes, but only their own posts/replies. Yes, but only their own posts/replies. No
Add and close discussions on public discussion boards Yes Yes, but can only close their own discussions (unless they have the Manage Discussions permission). Yes, but can only close their own discussions. Yes, but can only close their own discussions. Yes, but can only close their own discussions.
Edit and delete posts/replies on public discussion boards Yes Yes, but can only their own posts (unless they have the Manage Discussions permission). Yes, but can only their own posts. Yes, but can only their own posts. Yes, but can only their own posts.
Mark posts as helpful Yes Yes Yes Yes Yes
Mark a post as the best answer Yes Yes, but can only in their own discussions (unless they have the Manage Discussions permission). Yes, but can only in their own discussions. Yes, but can only close their own discussions. Yes, but can only close their own discussions.

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Groups (CMS only)

Permission Admin users Regular users Editor users Contributor users
Add a new group Yes No No No
Customize a group's settings Yes Only if given Admin access to the group  No No
Delete a group Yes Only if given Admin access to the group No No
Assign guides to a group Yes Only guides they own or edit (unless they have the Edit All Guides permission).

They must also have Regular or Admin access to the group.
Only guides they own or edit.

They must also have Regular access to the group.
Only guides they own or edit.

They must also have Regular access to the group.
Edit and delete guides in a group Yes Only guides they own or edit (unless they have the Edit All Guides permission).

They must also have Regular or Admin access to the group.
Only guides they own or edit.

They must also have Regular access to the group.
Only guides they own or edit.

They must also have Regular access to the group.
View guides in an internal group
  • Users must also be logged into LibGuides.
Yes Only if they have Read-Only, Regular, or Admin access to a group. Only if they have Read-Only or Regular access to a group. Only if they have Read-Only or Regular access to a group. 

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