Managing team account groups
  • 19 Aug 2022
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Managing team account groups

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  • pdf

There is no German content available for this article, You are viewing the fallback version (English).

Access the team account groups overview page on the knowledge base portal

1_New_Screenshot-Team_account_groups_overview_page_manage


Creating a new group

  1. From the knowledge base portal, go to SettingsUsers & SecurityTeam accounts & groupsTeam account groups
  2. You can view the existing team account groups in the project

2_Screenshot-New_team_account_group

  1. Click the New group button (If any team account group(s) are available in the project)
    (or)
    Click the New team account group button (If no team account group is available in the project)
  2. The Add a new account group blade appears on the right

a. Set up the basics

3_Screenshot-Set_up_the_basics_manage_group

  • Group name: Type in the desired group name in the Group name field. You must provide a group name

  • Description: Type a short description of the group in the Description field. This is optional; you can also leave this field empty

Click the Next button at the bottom when you're done.


b. Add team account(s)

4_Screenshot-Add_team_accounts_manage_groups

  • The list of all available team account(s) would be listed in this section
  • Users can also use the search bar to narrow down results for a team account search
  • Hover over the desired team account(s) and select the checkbox adjacent to them
  • If you want to select all team accounts, click Select all

This is an optional section, as the team account(s) can be added after the new team account group has been added.

Once done, click the Next button at the bottom.


c. Portal role

5_Screenshot-Portal_role_manage_groups

The list of portal roles available and its description (if provided) in the knowledge base is displayed. Choose the role level to the knowledge base portal for the new team account. By default, document360 comes with portal roles such as Contributor, Owner, and Admin. To read more about portal roles, see Portal role.

  • Select the check box of the portal role you want to assign the team account(s) associated with the team account group
  • Once done, click the Next button at the bottom

d. Content role & access

Choose the role level and access to the knowledge base content for the team account(s). You can add a specific role and access to the available content level.

6_Screenshot-Content_role_and_access_manage_group

  • Click the Add content role & access button
  • Add content role & access blade window would appear on the right

Content role

7_Screenshot-Content_role_manage_group

Choose the level of role to the knowledge base content level. The list of content roles available and its description (if provided) in the knowledge base would be displayed. To read more about content roles, see Content role.

For example, you want to restrict the team account from publishing the documentation and give access to manage the documentation, you can assign the role as Draft writer. The Draft writer can add or update articles but cannot publish

  • Select the check box of the role which you want to assign the team account(s) associated with the team account group

Content access

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Choose the level of access to the knowledge base content for the team account(s) associated with the team account group.

For example, you want to restrict the team account to access only one category: Select the Category check box, then select the respective category, language, and version.

To read more about content access, see Content access. There are four levels available:

  • None - No access to the knowledge base site content. This can be used when the Owner or Admin has not decided on the content scope and would like to do it later.
  • Complete knowledge base (Project) - Access the entire knowledge base with all its version(s), language(s), categories, and articles
  • Version / Language - Access specific version(s) and language(s) in the knowledge base site
  • Category - Access specific categories in version(s) and language(s) of the knowledge base site

You must select a content role before assigning content access.

  • Select the check box of the content access, which you want to assign the team account(s) associated with the team account group. If applicable, select the required categories, versions, or languages you want to assign
  • Click the Apply button
  • The chosen content role and access would be created as a new combination
  • You can create the required content role and access combinations. There is no limit to the number of combinations

9_Screenshot-Content_access_Edit_and_Delete_manage_groups

a. Editing content role and access combination

  • In the Content role & access blade window, hover over the combination you want to edit, and you would see the Edit icon on the right
  • Click the Edit icon
  • You can choose the desired content role and access combination by selecting the checkbox of the desired content role and access
  • Click on the Apply button

    For example, you want to change the content access from Version/Language level to Category level to restrict the content access for a team account.

  • Click on the Cancel button to go back to the Content role & access window

b. Deleting content role and access combination

  • In the Content role & access blade window, hover over the combination you want to delete, and you would see the Delete icon on the right
  • Click on the Delete icon
  • The desired combination would be deleted

For example, you duplicated a content role & access combination, and you want to keep only one combination.

  • Once you have selected the desired content role and access combinations, click on the Next button
Team account access
  • For each content level, the team account's highest privilege access is taken into account
  • Team accounts are only given access to the content level they have been assigned

e. Review and finish

10_Screenshot-Review_and_finish_manage_group

  1. Make sure all the details and settings for the new team account group are correct before you finish
  2. If you want to update the previous sections, click on the Previous button to go back to the previous section
  3. Click on the Add button
Error

If there is an error, the respective toast message would appear on the top right.
Update the required changes and then click the Add button in this section

  1. Successfully created team account group! message would appear in the blade window
  2. Click on the Close button. Your new group would appear in the Team account groups window

Editing a team account group

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  1. From the knowledge base portal, click on Settings → Users & Security → Team accounts & groups and select the Team account groups tab
  2. The list of already team account group(s) would be available
  3. Hover the mouse pointer over the team account group you want to edit. Edit icon would appear on the right
  4. Click on the Edit icon
  5. The Edit team account group blade would open on the right
  6. All the settings in the team account group can be edited
  7. Once done, click on the Update button

Deleting a team account group

If a team account group is no longer required in the project, you can delete it.

12_Screenshot-Delete_group_manage

  1. From the knowledge base portal, click on Settings → Users & Security → Team accounts & groups and select the Team account groups tab
  2. The list of team account group(s) would be available
  3. Hover the mouse pointer over the team account group you want to delete. Delete icon would appear on the right
  4. Click on the Delete icon

13_Screenshot-Delete_team_account_group_confirmation

  1. In the Delete confirmation prompt, click the Yes button
  2. The team account group would be permanently deleted from the team account group list

Team accounts who are part of multiple groups get what access?

When a team account is associated with multiple groups, the highest privilege access for each content level is assigned to the team account.

For example, a team account is associated with two groups A and B. Group A is configured with access to all the languages in version 'V1' while group B is configured with access to only the English language in version 'V1'. The team account will have access to all the languages in version 'V1'.

Does the content access provided at the individual level overrides the team account group access?

When a team account is associated with team account groups and also configured with certain content access at the individual level, the highest privilege access for each content level is assigned to the team account.

For example, when a team account is configured with content access to only the English language in version 'V2' at the individual level and associated with a team account group configured with access to all the languages in version 'V2'. The team account will have access to all the languages in version 'V2'.


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