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Assign collections to a user

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Learn how to choose which collections a staff user can edit in CONTENTdm (new version).

 Roles: Only users with the Administrator role can open the Users screen and assign collections. Refer to CONTENTdm (new version) roles.

By default, users with the roles of Collection Manager, Collection Editor, or Collection Builder have access to every collection on your site. However, you can use collection scoping to restrict each role to specific collections. While users will still be able to view all collections and items, they can only edit the collections assigned to them. This feature is particularly useful when different departments or member institutions share a single site and each group should only work within its own collections.

Before you begin, make sure the user has an account and one of these roles. For more information, refer to About collection scoping and Manage users.

 Note:

  • Collection scoping applies to the Collection Manager, Collection Editor, and Collection Builder roles. Administrators and Website Administrators are not limited by collection scoping, so the Users screen shows no collection options for these roles. For more information, refer to About collection scoping.

Assign collections

 Roles: Only users with the Collection Manager, Collection Editor, or Collection Builder role can be assigned specific collections. Refer to CONTENTdm (new version) roles.

Each role is linked to specific collections, and a collection can only be assigned to one role. As a result, collections chosen for one role will not be available under the user's other roles. Before a collection can be assigned to a specific role, the user must have that role activated. If you enable a role and select collections in the same step, the role will be saved first, followed by the selected collections.

From the Users screen:

  1. Search for the user you want to edit.
  2. On the search results page, click the user's Name. The user's profile screen opens.
  3. Click Edit on the user's profile screen.
  4. For each role that is turned on, select one of the following:
    • All collections, current and future: The user can work in every collection on your site, including collections you add later.
    • Specific collections (default): Select the collections the user can work in from the drop-down menu.
      • You must select at least one collection.
      • You can browse or search for collections. The Select collection drop-down menu begins filtering after the second character is entered.
  5. Click Save.
    • If you have assigned a role and collections in the same step, a message tells you which part was not saved. Click Save again.

Change a user's collections

From the Users screen:

  1. Search for the user you want to edit.
  2. On the search results page, click the user's Name.
  3. Click Edit.
  4. Under the role, add or remove collections, or switch back to All collections, current and future.
  5. Select Save.

View a user's assigned collections

From the Users screen:

  1. Search for the user you want to view.
  2. On the search results page, click the user's Name. The user's profile screen opens.
  3. On the user's profile screen:
    • A label for each assigned collection appears beneath each role.
    • A role assigned to all collections displays a single All collections label.