Set up access for a new colleague

This page is for administrators: the steps described require access to the administration area.

In this tutorial, you give a new member of the content team access to openlane. By the end, they will be able to sign in, work on products for a single brand and channel in Italian and English, edit products in bulk and export them to Excel.

In this example, the brand is called “Brand A”, the channel “Sito Italia” and the user group “Contenuti”. Use the names from your installation.

Before you start

You need:

  • access to the Users administration area;
  • the brand, channel and group already set up in openlane. The group is a value in the UserGroup reference data list;
  • the “Contenuti” group set in Editable by for the attributes the content team needs to edit, as described in Who can view and edit an attribute.

1. Create the user

  1. In the menu, select Admin, then Users.
  2. Click Add new.
  3. In General Info, enter the person's work email address in Email, then their first name and surname in First name and Last name.

2. Choose languages and a group

  1. In the Permissions section, select Italian and English in Enabled locale.
  2. In Groups, select “Contenuti”.

Leave Admin Areas empty: this user should not have access to the administration area.

3. Enable product features

  1. In the Product section, select Can edit in bulk and Can export in Excel.
  2. In the product entity type block, choose Selected Brands and select “Brand A” in Enabled Brands.

4. Choose the channel

  1. In the Channels section, choose Selected Channels.
  2. Select “Sito Italia”.

5. Save

Click Save. The message User saved appears, and the person is listed in Users with the “Contenuti” group in the Groups column.

openlane sends the person an invitation email with a temporary password.

6. First sign-in

Ask the person to:

  1. open openlane and sign in via External user access using their email address and temporary password;
  2. set their own password on the Change password page.

The result

After signing in, the person can:

  • see only the “Sito Italia” channel in the selector at the top;
  • edit attributes with “Contenuti” in Editable by on “Brand A” products, in Italian and English only;
  • view products from other brands, but not edit them;
  • use bulk edit and Excel export from the product list.

To change these permissions later, follow How to restrict a user to specific brands, channels and languages. All settings are described in User settings.