Permissions & Rights assigned to various Admin User Levels

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We have different user-levels in PHPKB software. They are:

  1. Superuser: It is the ultimate administrator that has access to everything in the admin area as well as front-end area. This account type has no restrictions of any kind.
  2. Editor: This is the second level of admin users. This account type can create articles that are auto-approved, edit articles (created by self and other users), approve pending articles (created by writers), create/manage categories, create/manage comments, create/manage glossary terms. This account type cannot access “Users Management”, “Statistics/Reports” and “Tools” sections of admin area.
  3. Writer: This is the third level of admin users. This account type can create articles (that are marked as pending for approval by either an Editor or a Superuser), make edits to his own articles, attach files to articles. This account type has no other rights.
  4. Trusted Writer: This is fourth level of admin users. This account type has same privileges as that of a normal Writer however the articles created by a ’Trusted Writer’ does not need approval for publishing.
  5. Translator: This level is only available in Multi-Language versions of PHPKB knowledge base software. This account type can only translate the contents of language file(s) assigned to him. He cannot access any other sections in admin area.

All the above listed user account types can also login to the front-end area using the same account credentials.

For Front-end Section (Public Area), we have 2 types of users:

  1. Guest Users: They do not need any account to access the knowledge base. They are like normal visitors to a website. They can only access the content of public categories.
  2. KB Members: They are special users (e.g. employees, partners, customers) that require to login with username and password. Their accounts can be setup in the “Users” section of admin area by superuser. These users need to be member of a user-group in order to access the content under private categories that area assigned to their user-group. They can add articles to their favorites list and can manage their profile on the front-end area.

Please refer to the chart below to see the permissions assigned to each admin-user-level in PHPKB Knowledge Base Software.

Permissions Superuser Editor Writer
Add New Category Yes Yes No
Manage Categories Yes Yes No
Create Private Categories Yes Yes No
Add New Article Yes Yes Yes
Manage Own Articles (Created by self) Yes Yes Yes
Manage Articles (Created by other users) Yes Yes No
Approve Articles (Publish) Yes Yes No
Review ’Pending For Approval’ Articles Yes Yes No
Access Article Versions Yes Yes No
Revert An Article to Previous Version Yes Yes No
Delete Articles Yes Yes No
Save to Drafts Yes Yes Yes
Article Collaboration (idea/opinion sharing) Yes Yes Yes
Empty Trash (Purge) Yes No No
Restore Deleted Articles Yes No No
Manage Article Subscribers Yes No No
Manage KB Subscribers Yes No No
Create Custom Fields Yes Yes No
Manage Custom Fields Yes Yes No
Access Open Support Tickets Yes Yes No
Reply to Support Tickets Yes Yes No
Close Resolved Support Tickets Yes Yes No
Publish Resolved Ticket as New Article Yes Yes No
Manage Comments Yes Yes No
Approve Comments Yes Yes No
Add File Attachments Yes Yes Yes
Manage File Attachments Yes Yes No
Create News & Announcements Yes Yes No
Manage News & Announcements Yes Yes No
Create Glossary Terms Yes Yes No
Manage Glossary Terms Yes Yes No
Create Languages* Yes Yes No
Manage Languages* Yes Yes No
Create User Accounts Yes No No
Manage User Accounts Yes No No
Create User Groups Yes No No
Manage User Groups Yes No No
Manage Knowledge Base Configuration Settings Yes No No
View Knowledge Base Statistics Yes No No
Take Database Backup Yes No No
Optimize Database Yes No No
Import Article Data from CSV File Yes No No
Import Article Data from HTML Documents Yes No No
Sitemap Generation Yes No No

* for multi-language (ML) editions only.

Tip: Apart from the user-levels mentioned above, there is an additional user-level called ’Translator’ and it is available only in the multi-language editions of PHPKB knowledge base software. This user-level is for the assignment of language translation job. So, it has no rights in the admin control panel except to translate the language files assigned to him/her.

  1. I‘m sharing the opinion of Mike. For me it would be good if I can give editing access to my articles to the team but I would like to approve them before they can publish.

  2. Is it possible to adjust the writer level access to be able to submit change requests for articles they did not create?

  3. Can we control edit rights for distinct article categories? I.e. Restrict an admin to edit only one type of article?

  4. @John Rahn, An Editor level account already has the ability to delete articles however an editor cannot access the Trash Box to recover/purge deleted articles.

  5. @Mike, as of now the workflow system does not allow permissions to be changed for admin user-levels.

  6. Can the permissions be changed for each of the admin-user-levels in PHPKB? For example, to allow a writer to update an article that is not their own.

  7. Is there a way to adjust these user levels and give Editors the ability to delete?

  8. When a Write submits an article for approval, is it possible for an Admin user to receive an email notification that an article is Pending Approval?

  9. @Nicolas. Yes, it is possible in version 7.

  10. Can an admin user login through the front end knowledge base to browse the private categories ?

  11. Yes, this can be achieved with the "Writer-Trusted" account level who can create/edit articles just like a normal "Writer" but the only difference is that the articles created and updated by a "Writer-Trusted" would be moved to "Approved" articles or Featured Articles (if chosen). They don‘t seek any manual approval from a Superuser or an Editor.

  12. Is there a way to make a writer be able to approve articles without making them an editor?