Role-Based Access in Salesforce CMS

A contributor can have a content admin or a content manager role. Content admins have access to all content in the CMS workspace, and they can manage workspace languages, workspace contributors, content translations, and content sharing. Content managers have access to all content in the CMS workspace, including creating content, publishing content, and marking content for translation. Your Salesforce admin can control who has access to what in all of the Digital Experiences app (previously named Salesforce CMS) and your Experience Cloud sites.

Example AWZ Computing has four Experience Cloud sites: two internal and two external for two different regions. Their Salesforce admin wants to provide authoring and sharing ability by region and by campaign. They create three workspaces: one for their two external sites, which use the same content, one for their internal sites, and a temporary one for a targeted campaign.

They add an admin to each workspace, besides themselves, to help manage the workspace, and they add content managers who author content. Because of the potentially sensitive nature of the content, only the Human Resources group needs access to administer and contribute to the workspace for the internal communications. Content admins can administer a workspace and create content for it, so they make the HR group the only content admins for the Internal Communications workspace other than themselves.

Later, HR contacts the Salesforce admin to explain that they’re working on an incentive program tied to their fall campaign. To reach the eligible people with the information, they want to add content and information to the Fall US Campaign workspace. Because contributors can have different roles in different workspaces, the Salesforce admin makes the HR group content managers in the Fall US Campaign workspace. This role provides them authoring rights, but not full control of the workspace.

The Salesforce admin created a matrix they can update as business needs change.

CMS Workspace Name	Channels	Contributors (Users and Public Groups)
External Sites	North America Europe	Salesforce admin Site admin as content admin Marketing writer as content manager
Fall US Campaign	North America Company intranet	Salesforce admin Site admin as content admin Marketing writer as content manager HR as content manager
Internal Communications	Company intranet US Company intranet EMEA	Salesforce admin HR as content admin

• Add Contributors to a CMS Workspace
  In the Digital Experiences app (previously named Salesforce CMS), add users or public groups as contributors to a specific CMS workspace by assigning them an access role. A contributor’s access role is specific to a CMS workspace.
• Change a Contributor’s Access Role
  You can change a contributor’s access role to increase or decrease the level of access. A contributor’s access role is specific to a CMS workspace, so you must change the contributor’s role in each assigned workspace. Admins can’t change their own role.
• Remove a Contributor from a CMS Workspace
  If a contributor leaves your company or is transferred to a different team, you can remove the contributor from a CMS workspace. The user or public group is removed from the workspace but not from Salesforce.