Content role & access
  • 01 Feb 2022
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Content role & access

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The access to the knowledge base content can be defined at an entire project, version, or language level. The access for the team account(s) and group(s) can be enabled or denied at each version or language level as per your requirement.


Accessing content role & access

1_Screenshot_Overview_content_role_and_access

From the knowledge base portal, go to Settings → Users & Security → Content role & access and the Content role & access tab would be the default selection
You would see each level of versions and languages available in the project


Managing content access

You can view and manage the access to the project, available version(s), or language(s) level by clicking on the Manage access icon present near them

For example, if you want to update the access of a particular language, say English under Version 2.0: Click on the Manage access icon applicable to the English language under Version 2.0 and proceed further for content access management

  • From the knowledge base portal, go to Settings → Users & Security → Content role & access and the Content role & access tab would be the default selection

2_Screenshot-Manage_access_overview

  • The Manage access icon would appear parallel to the content level
  • Click on the Manage access icon applicable for the desired level you want to view/manage access.
  • The Access control overview page blade window appears on the right

Access control overview page elements

3_Screenshot-Manage access overview

1. Breadcrumb

The breadcrumb of the content level would appear here


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 selected content level 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 level.

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 the selected content level.

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_manage_access

  • 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_editor_manage_access

  • 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 content access

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

6_Screenshot-Deny_manage_access

  • 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_manage_access

  • Click on Yes in the Deny access confirmation prompt
  • The content 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 content level 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 level.

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 content 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_manage_access

  • 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

  • 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 chosen content level, you can remove them completely

10_Screenshot_Removed_manage_access

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 content access of the selected level for the team account(s) and group(s) that are not inherited.

Enabling content access to the team account(s)

11_Screenshot_Add_manage_access

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

12_Screenshot_Add team account role__manage_access

  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 content access
  3. Click on the Previous button

13_Screenshot-Add_team_account_role_save__manage_access

  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 content access for the selected team account(s) would be enabled

Enabling content access to the team account group(s)

11_Screenshot_Add_manage_access

  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__manage_access

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

15_Screenshot-Add_team_account_group_role__manage_access

  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 content access for the selected team account group(s) would be enabled

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