User accounts in WordPress - ucsf-ckm/ucsf-library-ux-and-web-documentation GitHub Wiki

Adding a new user

Most accounts are created so that those people can be displayed as the author of a news post.

Steps

You must be an Administrator to add a new user.

1. Add email address, first name, and last name
2. Generate the username using first initial and last name (all lowercase)
3. Do not change or save the password
4. Be sure that Send User Notification is unchecked <---
5. Confirm that Role is set to Contributor+ <---
6. Choose a profile photo from the media (in some cases, one will need to be uploaded first)
7. Click Add New User Button

Adding the bio

• Once the user account has been created, find it in the list and edit it again
• There will now be a field to add a short description that will appear under the person's picture when they are the author of a news post, for example, Holly is the Director of Education and Clinical Research Services.

Exceptions

Rarely, there may be a need to add a new Administrator or Editor. In those cases, follow the same steps with these changes:

1. Be sure that Send User Notification is checked so they will get an email prompt to create a password
2. Confirm that Role is set to Administrator or Editor

Permissions

• Most staff members are added as Contributor+, allowing them to write, edit, and delete their own unpublished posts (but not pages), however, their content must be reviewed and published by an Admin or Editor.
• In practice, most people submit their text and images through the Outreach and Marketing Coordinator and never log into WordPress. This saves them the cognitive load of learning/remembering a process that they may not use often. It also makes it easier for the small number of editors and admins to maintain quality and consistency.
• We leave the default strong password in place (even though most won't be logging in) to prevent hacking
• See Web Editing Permissions - Main Site for all the details

When someone leaves

• If a staff member leaves UCSF Library, don't delete their account (it could be tied to old posts). Instead select it and set to no role for this site.