Access Groups

What Are Access Groups?

Access Groups determine which content you're able to access and edit in the backend of Drupal. Access Groups are organized similarly to the University's organization chart — most departments and offices are their own Access Groups.

Each page and piece of content is assigned to one or more Access Groups. Once those are assigned, only users who are also assigned to that Access Group will be able to edit those pieces of content. This means that when you visit your Workbench, you will only see the pages assigned to your Access Group.

Note that Access Groups have no effect on who can view the public version of the page on colgate.edu — they only affect the editing process.

How do they affect me?

Users will mostly interact with Access Groups when creating a new Landing Page, Basic Page, or Campus Services and Resources Page. The last field on the page, before the Save/Publish button, will ask you to choose an Access Group. Select the Access Group applicable to you and your coworkers from the drop-down menu. If users from multiple offices will edit the page, use the "Add another item" button to add additional Access Groups.

If, when accessing your Workbench (see Finding Your Content), the pages that display are not those associated with your department/office, or if no pages appear, it may be an issue with the Access Group associated with your account. In that case, contact Communications at website@colgate.edu for assistance.