Best practice: Unique roles (Shared computers and Moderators)

This article outlines two popular unique roles for the platform, which you can use in addition to the mandatory roles. The necessity of these optional roles is heavily dependent on your organization's unique use cases and requirements.

Shared computers or Terminal PCs

Many organizations, especially those with a large number of frontline workers, set up Shared computers or Terminal PCs in production halls or common workspaces to allow non-desk workers to quickly access important information on the intranet.

To make access as easy as possible, these computers typically use a shared account, which would make any interaction anonymous. For that reason, it's crucial that a Shared computer role is read-only without any permission to leave a trace on the platform. 

Assign the role to

You can either have one shared account that is logged in to each of your shared computers or a separate account per shared computer. In both cases, the account(s) will be assigned to the role.

Create the role

A typical Shared computer role has the below permissions. You can see the definitions for each permission in List of permissions.

General

  • "Access file library": Allow users to access their personal file library via the "My files" button within the drop-down menu in the right corner of the horizontal navigation.
  • "Access colleague list": This permission defines if users can access the list of colleagues, an elementary feature of a social intranet.
  • "Search": Without this permission, users can't use the platform search anymore.
  • "Access homepages": Without this permission, users can't access homepages anymore and would see a blank page instead.

Pages

  • "Access pages": Users need this permission to access pages and the overview of pages. Of course, every user can only access pages that are either public or they have access to.

Communities

  • "Access communities": To drive platform engagement and cross-departmental exchange, enabling communities for your platform is recommended. This permission allows the users to access the overview of communities and communities that are either public or the user got invited to.

Events

  • "Access events": Allow users to access events via the button within the top navigation and through the events app. They can also respond to events they have access to.

Launchpad

  • "Access launchpad": Allow users to access and use the launchpad via the button within the top navigation. This is also a prerequisite for the launchpad links widget, which is commonly used on the homepage.

User

  • "Access notifications": Users can't access the notification bell without this permission. 
  • "Access other profiles": Allow users to access other users' personal profiles.

Timeline

  • "Access timeline on homepage": Without this permission, users can't access the personal timeline on the homepage (even though you might have installed one). As the timeline is the heart of personalization and the primary source of personalized information, it is strongly recommended that permission be granted to every user of the platform.

Integrations

  • "Activate Microsoft 365": Allow users to use the features of the Microsoft 365 integration. The M365 add-on is required.

Moderators

As entering the moderator mode is a very useful but also very powerful functionality, some organizations don't want to provide all of their admins or chief editors with this functionality. Instead, you have the option to create a dedicated Moderator role, which you then only assign to very selected users on your platform.

Assign the role to

The role is usually assigned to a limited number of individuals. It's important to note that, apart from private chats, there are no secrets for these individuals on the platform. At the same time, the group must be large enough to prevent any permission-related bottlenecks that could arise from illness or other absences. Once selected, provide these users with the role. The desired permissions will be added to the roles they have already been assigned.

Create the role

There is only one permission for a moderator role.

Administration

  • "Access moderator mode": This permission allows users to enter moderator mode.

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