Article access control - Knowledge base portal
  • 17 Mar 2022
  • 7 Minutes to read
  • Contributors
  • Dark
    Light
  • PDF

Article access control - Knowledge base portal

  • Dark
    Light
  • PDF

Add or deny access to the article content for team account(s) and team account group(s) on the knowledge base portal.


Accessing the Article access control

  1. Navigate to the desired article in the documentation editor

1_Screenshot-Accessing_security_access_article_portal

  1. Click on •••(More) next to the Publish /Edit button and select Security
  2. There are two options to choose from

Knowledge base portal

To change the article access on the portal, select the Knowledge base portal access control

For team accounts & team account groups
Portal access refers to the access through which the article content and article settings are updated or deleted.

Knowledge base site

To change the article access on the site, select the Knowledge base site access control

For readers & reader groups
Site access refers to the view access of the published article on the private or mixed knowledge base site.
2_Screenshot-Article_access_Knowledge_base_site

Why is this option Inactive?
This option would be inactive (grayed out) if the knwoledge base site access is set as Public

  1. An Access control overview blade would appear

Access control overview page

3_Screenshot-Overview

1. Breadcrumb

The breadcrumb of the article would appear at the top. This provides the navigation tree-view of the article with information like the project, version, language, and category the article is present in.

For example
Project name: Product documentation → Version: Installation → Language: French → Category: Plugin support → Article: Change theme plugin

2. Filter

  • Search email or group name: Search the team accounts with email or group name. Type in the keyword and the search results would appear automatically

  • Content role: Filter the team accounts and groups with their content role. Click on the Content role dropdown and select the checkbox of the content roles you want to filter. Click anywhere outside the dropdown in the window

    For example, you want to deny the access only for the Draft writer: Click on the Content role dropdown and select the checkbox of the Draft writer. Then, click anywhere outside the dropdown menu in the window. You would have successfully filtered the Draft writer team accounts, now you can proceed with deny process

  • Content access: Filter the team accounts and groups with their content access. Click on the Content access dropdown and select the checkbox of the content access you want to filter. Click anywhere outside the dropdown in the window

    For example, you want to enable access to the team accounts which are inherited in the project level: Click on the Content access dropdown and select the checkbox of the Project. Then, click anywhere outside the dropdown menu in the window. You would have successfully filtered the desired team accounts, now you can proceed with enabling access for them

  • Group: Filter the team accounts and groups with their group. Click on the Group dropdown and select the checkbox of the groups you want to filter. Click anywhere outside the dropdown in the window

    For example, you want to enable access to the team accounts of any particular group(s): Click on the Group dropdown and select the checkbox of the desired group(s). Then, click anywhere outside the dropdown menu in the window. You would have successfully filtered the desired team accounts, now you can proceed with enabling access for them

3. Content access list

You would see a list of team accounts and groups that has access to the article

Name

The Name, email, and logo of the team account or group name would appear here

Content role

Content role of the team account or group would appear here

Content access

Content access of the team account or group would appear here. Content access is the access level through which the team account or group has been associated with the selected article.

For example, when a team account is associated at the project level, it would appear as Project and when it is associated at the version level, it would appear as Version.

Group

If the team account is associated with a group, the group name would appear here. If the team account is associated with more than one group, only one group name would appear in this column and the count of the associated groups would also appear

Edit

To change the content role of a team account or group to the article.

For example, you want to change the content role of a team account from Draft writer to Editor for a particular language alone.

4_Screenshot-Edit_team accounts_portal

  • Hover the mouse pointer over the team account you want to edit, you would see the Edit icon on the right
  • Click on the Edit icon

5_Screenshot-Edit_team_accounts_editor_portal

  • The content role dropdown would appear. Click on the dropdown and select the desired content role
  • Click on the Save icon on the right
  • If you wish to discard, click on the Discard icon. The changes would not be saved

Denying article access

To deny content access for a team account or group. When you deny access, the respective teams would not have any access to the article

6_Screenshot-Deny_team accounts_portal

  • Hover the mouse pointer over the team account or group you want to deny access, Deny access icon would appear on the right
  • Click on the Deny access icon

7_Screenshot-Deny_confirmation_team_accounts_portal

  • Click on Yes in the Deny access confirmation prompt
  • The article access would be denied for the respective team account or group
  • The team accounts and groups which are denied access would appear in the Denied access list

4. Denied access list

You would see a list of team accounts and groups that has been denied access to the selected article in the knowledge base.

Name

The Name, email, and logo of the team account or group name would appear here

Content role

Content role of the team account or group would appear here

Content access

Content access of the team account or group would appear here. Content access is the access level through which the team account or group has been associated with the selected article.

For example, when a team account is associated at the project level, it would appear as Project and when it is associated at the version level, it would appear as Version.

Group

If the team account is associated with a group, the group name would appear here. If the team account is associated with more than one group, only one group name would appear in this column and the count of the associated groups would also appear

Allow access

If you want to enable the article access for the team account or group

For example, you have denied the language content access to a team account by mistake and you want to enable the content access now

8_Screenshot-Denied_access_team_accounts_portal

  • Hover the mouse pointer over the team account or group you want to enable access, you would see the Allow access icon on the right
  • Click on the Allow access icon

9_Screenshot_Allow_access_confirmation_team_accounts_portal

  • Click on Yes in the Deny access confirmation prompt
  • The content access would be allowed for the selected team account or group

5. Removing team account(s) and team account group(s)

When you no longer need a team account or group to access the selected article, you can remove them completely

10_Screenshot_Removed_team_accounts_portal

a. Select the checkbox of the team account(s) and group(s) you want to remove
b. Click on the Remove button at the top right
c. The selected team account(s) and group(s) would be removed successfully


6. Adding team account(s) or team account group(s)

You can also enable article access for the team account(s) and group(s) that are not inherited.

Enabling article access to the team account(s)

11_Screenshot-Add_team_accounts_portal

  1. Click on the Add dropdown menu at the top right
  2. Select the Add team account option

12_Screenshot-Add_team_account_role

  1. Choose a content role for the team account(s). To read more about content roles, see Content role
  2. Select the checkbox of the team account(s) for which you want to enable the article access
  3. Click on the Previous button

13_Screenshot-Add_team_account_role_save(2)

  1. The selected team account(s) would be listed with a yellow liner highlighted
  2. Click on the Save button on the bottom right
  3. The article access for the selected team account(s) would be enabled

Enabling article access to the team account group(s)

11_Screenshot-Add_team_accounts_portal

  1. Click on the Add dropdown menu at the top right
  2. Select the Add team accounts group option

14_Screenshot_Add_team_account_group_role

  1. Choose a content role for the team accounts group. To read more about content roles, see Content role
  2. Select the checkbox of the team accounts group(s) for which you want to enable the article access
  3. Click on the Previous button

15_Screenshot-Add_team_account_group_save

  1. The selected team account group(s) would be listed with a yellow liner highlighted
  2. Click on the Save button on the bottom right
  3. The article access for the selected team accounts group(s) would be enabled

Use case 1: Public access article in a private knowledge base version, language, or category

It is possible to have a private access article in a public knowledge base version, language, or category.

For example, you own a public project, and now you wish to make an article private. It is possible in Mixed access knowledge base.

Use case 2: Private access article in a public knowledge base version, language, or category

It is not possible to have a public access article in a private project, version, language, or category.
The reason being the article inherits the site access setting from its parent entity (category, language, version, or project).

For example, you own a private project, and now you wish to make an article public.

Though the article can be set as public access from the portal, the reader would still be required to log in to access the content.


Was this article helpful?