Portal role
  • 01 Feb 2022
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Portal role

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When a new team account is added to a Document360 project, they’ll be assigned a portal role that contains specific permissions which they perform in the knowledge base portal.


What is a portal role?

Portal role defines the permission for activities a team account can perform in the knowledge base portal.


Accessing the Portal role

1_Screenshot_Portal overview

  • From the knowledge base portal, click on SettingsUsers & SecurityRoles and the Portal role tab would be the default selection
  • The list of portal roles available in the knowledge base would appear
  • You can add custom portal roles with specific permission as per your requirements

Portal role overview page elements

2_Screenshot_Portal role elements

1. Portal roles list

This section provides an overview and the list of all available portal roles in your knowledge base project. The portal roles that come with Document360 by default such as Contributor, Owner, and Admin are not editable

a. Edit portal role

You can edit the custom portal roles.

For example, if you want to enable the manage smart bars feature access, you can turn on the Manage smart bars toggle

You cannot edit the default portal roles such as Contributor, Owner, and Admin.

  1. From the knowledge base portal, click on SettingsUsers & SecurityRoles and the Portal role tab would be the default selection
  2. The list of portal roles available in the knowledge base would appear

3_Screenshot-Edit role_portal_role

  1. Hover the mouse pointer over the portal role you want to edit, you would see the Edit role icon on the right
  2. Click on the Edit role icon. The Edit portal role blade window would appear on the right
  3. All the settings in the Portal role can be edited
  4. Once done, click on the Update button

b. Clone portal role

You can duplicate a new portal with an available portal role. This option comes in handy when you need two similar roles and only a minor deviation in access is applicable. In that case, you can create one new portal role and then clone the new portal role to create another similar portal role

  1. From the knowledge base portal, click on SettingsUsers & SecurityRoles and the Portal role tab would be the default selection
  2. The list of portal roles available in the knowledge base would appear

4_Screenshot-Clone role

  1. Hover over the portal role you want to clone, you would see the Clone role icon on the right
  2. Click on the Clone role icon. The Clone portal role blade window would appear on the right

a. Set up basics

5_Screenshot-Clone role Set up the basics

  • Role name: Type in a specific role name to easily identify it

Two portal roles cannot have the same name.

  • Description: Add a small description for your new role
    Once done, click on the Next button at the bottom.

b. Role access

6_Screenshot-Clone role Role access

  • The roles applicable for the portal role which was cloned would appear here
  • You can change the roles as per your requirement
  • Enable/disable the roles for the available feature by turning on/off the toggle icon present near them
    Once done, click on the Next button at the bottom.

c. Review and finish

7_Screenshot-Clone role Review

  • Review the role name, description, and the roles assigned.
  • If you want to update, click on the Previous icon to go back to the previous window
  • After updating, click on the Finish button.
  • The new portal role would be added to the portal role list

c. View role access

You can view the access applicable for a portal role in the project.

  1. From the knowledge base portal, click on SettingsUsers & SecurityRoles and the Portal role tab would be the default selection
  2. The list of portal roles available in the knowledge base would appear

8_Screenshot-View access

  1. Hover over the portal role for which you want to view the portal role access, you would see the View role access icon on the right
  2. Click on the View role access icon. The Role details blade window would appear on the right

You can only view the information in this blade window.
You cannot update the portal role information in this blade window.

Only default portal roles such as Contributor, Owner, and Admin have the view access option.
Custom portal roles do not have this option.

a. Set up the basics

9_Screenshot-View access set up the basics

You would see the Role name and Description provided for the selected role

b. Role access

10_Screenshot-View access role access

You would see the list of portal access applicable for the selected role


d. Sort the Portal roles list

11_Screenshot-Sort_portal_role

  • Click on the Role name bar to sort the list by name in alphabetical order.
  • "↑" and "↓" icons displayed in the bar shows the sort type

2. Custom portal roles

12_Screenshot_Portal role _New portal role

a. From the knowledge base portal, click on SettingsUsers & SecurityRoles and the Portal role tab would be the default selection
b. Click on the Add portal role button. The Add portal role blade window would appear on the right

Set up basics

13_Screenshot_Portal_role Set up basics

  • Role name: Type in a specific role name to easily identify it

Two portal roles cannot have the same name.

  • Description: Add a small description for your new role
    Once done, click on the Next button at the bottom.

Role access

14_Screenshot-Role_access_portal_role

  • Configure the custom permission set for this role
  • Enable/disable the roles for the available feature by turning on/off the toggle icon present near them
    Once done, click on the Next button at the bottom.

Finish

15_Screenshot-Review and finish_portal_role

  • Review the role name, description, and the roles assigned.
  • If you want to update, click on the Previous icon to go back to the previous window
  • After updating, click on the Finish button to create the new portal role

3. Delete portal role

You can delete the custom portal roles available in the project.

You cannot delete the default portal roles such as Contributor, Owner, and Admin.

  1. From the knowledge base portal, click on SettingsUsers & SecurityRoles and the Portal role tab would be the default selection
  2. The list of portal roles available in the knowledge base would appear

16_Screenshot-Delete_portal_role

  1. When you hover over the available portal roles, a check box would appear on the left
  2. Select the check box of the portal role(s) you want to delete.

You can delete multiple portal roles simultaneously

  1. Click on the Delete icon on the top right

17_Screenshot-Delete confirmation prompt_portal_role

  1. The Delete role confirmation prompt window would appear
  2. Click on the Yes button
  3. The selected portal role(s) would be successfully deleted

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