Skip to Content

Permissions & Rights assigned to various Admin User Levels

Estimated Reading Time: 5 Minutes

PHPKB knowledge base software has the following admin user levels. These user accounts can login to the admin area of PHPKB software to add/edit/manage content in the knowledge base.

  1. Superuser: It is the ultimate administrator that has access to everything in the admin area as well as the front-end area. This account type has no restrictions of any kind.
  2. Editor: This is the second level of admin users. This account type can create articles that are auto-approved, edit articles (created by self and other users), approve pending articles (created by writers), create/manage categories, create/manage comments, create/manage glossary terms. This account type cannot access the “Users Management”, “Statistics/Reports” and “Tools” sections of the admin area.
  3. Writer: This is the third level of admin users. This account type can create articles (that are marked as pending for approval by either an Editor or a Superuser), make edits to his own articles, attach files to articles. This account type has no other rights.
  4. Trusted Writer: This is the fourth level of admin users. This account type has the same privileges as that of a normal writer. However, the articles created by a ’Trusted Writer’ does not need approval for publishing.
  5. Translator: This level is only available in Multi-Language versions of PHPKB knowledge base software. This account type can only translate the contents of the language file(s) assigned to him. He cannot access any other sections in the admin area.

All the above-listed admin user account types can also login to the front-end area using the same account credentials.

For Front-end Section (Public Area), we have 2 types of users:

  1. Guest Users: They do not need any account to access the knowledge base. They are like normal visitors to a website. They can only access the content of public categories.
  2. KB Members: They are special users (e.g. employees, partners, customers) that require to log in with a username and password. Their accounts can be set up in the “Users” section of the admin area by a superuser. These users need to be members of a user group to access the content under private categories that are assigned to their user group. They can add articles to their favourites list and can manage their profile in the front-end area.

Please refer to the chart below to see the permissions assigned to each admin-user level in PHPKB Knowledge Base Software.

Permissions Superuser Editor Writer
Add New Category      
Manage Categories      
Create Private Categories      
Add New Article      
Manage Own Articles (Created by Self)      
Manage Articles (Created by Other Users)      
Create Article Drafts      
Approve (Publish) Articles      
Mark Articles as Featured      
Disapprove Articles      
Review  Articles      
Clone Articles      
Reset Article Ratings      
Article Collaboration (Idea/Opinion Sharing)      
Access Article Versions      
Revert An Article to Previous Version      
Delete Articles      
Empty Trash/Purge Articles      
Restore Deleted Articles      
Manage Autosaved Drafts (All)      
Manage Autosaved Drafts (Own)      
Re-order Articles      
Manage Feedbacks      
Article Templates
Add Templates      
Manage Templates      
Manage KB Subscribers      
Manage Category Subscribers      
Manage Article Subscribers      
Custom Fields
Create Custom Fields      
Manage Custom Fields      
Can Post Custom Field Values?      
Access Open Support Tickets      
Reply to Support Tickets      
Close Resolved Support Tickets      
Publish Resolved Ticket as New Article      
Manage Comments      
Approve Comments      
Add File Attachments      
Manage File Attachments      
News & Announcements
Create News & Announcements      
Manage News & Announcements      
Create Glossary Terms      
Manage Glossary Terms      
Create Languages *      
Manage Languages *       
Users and Groups
Create User Accounts      
Manage User Accounts      
Create User Groups      
Manage User Groups      
Assign Categories to Groups      
AssignUsers to Groups      
Create Folders (Private and Public)      
Manage Folders      
Add Files      
Manage Files      
Add API Key      
Manage API Keys      
Manage API Log      
View Knowledge Base Statistics      
Export Knowledge Base Statistics      
Print Knowledge Base Statistics      
Manage Event Log      
Manage Knowledge Base Configuration Settings      
Take Database Backup      
Optimize Database      
Import Article Data from CSV File      
Import Article Data from HTML Documents      
Sitemap Generation      

* for multi-language (ML) editions only.

Note: Apart from the user levels mentioned above, there is an additional user-level called ’ Translator ’ and it is available only in the multi-language editions of PHPKB knowledge base software. This user level is for the assignment of the language-translation job. So, it has no rights in the admin control panel except to translate the language files assigned to him/her.

Permissions & Rights assigned to various Admin User Levels
  • I‘m sharing the opinion of Mike. For me it would be good if I can give editing access to my articles to the team but I would like to approve them before they can publish.

  • Is it possible to adjust the writer level access to be able to submit change requests for articles they did not create?

  • Can we control edit rights for distinct article categories? I.e. Restrict an admin to edit only one type of article?

  • @John Rahn, An Editor level account already has the ability to delete articles however an editor cannot access the Trash Box to recover/purge deleted articles.

  • @Mike, as of now the workflow system does not allow permissions to be changed for admin user-levels.

  • Can the permissions be changed for each of the admin-user-levels in PHPKB? For example, to allow a writer to update an article that is not their own.

  • Is there a way to adjust these user levels and give Editors the ability to delete?

  • When a Write submits an article for approval, is it possible for an Admin user to receive an email notification that an article is Pending Approval?

  • @Nicolas. Yes, it is possible in version 7.

  • Can an admin user login through the front end knowledge base to browse the private categories ?

  • Yes, this can be achieved with the "Writer-Trusted" account level who can create/edit articles just like a normal "Writer" but the only difference is that the articles created and updated by a "Writer-Trusted" would be moved to "Approved" articles or Featured Articles (if chosen). They don‘t seek any manual approval from a Superuser or an Editor.

  • Is there a way to make a writer be able to approve articles without making them an editor?