Documentation Scope
  • 17 Feb 2021
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Documentation Scope

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Documentation scope is a concept that multiple Document360 features use for assigning permissions. In general, documentation scope refers to a specific permission set that determines what a team member or reader can and cannot interact with in a Document360 project or knowledge base.

There are three levels of document scope. The more broad the level, the more access that member will have:

Access Level

  1. Project: Access to all project documentation.
  2. Version: Access to a specific version of project documentation.
  3. Category: Access to one or more categories within one or more project documentation versions.
The Owner and Admin roles are system roles and, by default, are set to project scope. These roles cannot be changed.

You'll have the chance to assign documentation scope when you:


Reader verses team member documentation scope

Because reader and team member accounts have different purposes, there are differences in how documentation scope is applied.

Reader documentation scope

When readers are assigned documentation scope, it means that what they can veiw in the knowledge base is limited.

For example, if a reader is assigned a category scope where they can only view one category, like Brand Guidelines, when they visit the knowledge base, they'll only see Brand Guidelines.

Team member documentation scope

When team members are assigned documentation scope, it means that what they can edit and access in the project is limited.

For example, if a team member is assigned a category scope where they can only have access two categories, Brand Guidelines and Marketing, then any other categories in will not be shown in the category manager.


Documentation scope hierarchy

In situations where a team member/reader's documentation scope conflicts with a security group/reader group's documentation scope, the team member/reader will inherit whichever has the higher scope. This is also true if a team member/reader is assosciated with multiple security groups.

For example, if a team member is assigned category scope, but is then assigned to a security group that has version scope, their individual scope will be overriden and they will be assigned the higher version scope.

Because documentation scope is optional, project level access is applied by default. unless you have a specific use case for changing an access level, you do not change it from this default. This keeps any permissions set at the role level from unneccessary conflicts. )


How is documentation scope different than role rermissions?

Documentation scope differs from Role Permissions in that it is documentation specific. Role permissions govern access to all parts of Document360, from billing to editing the landing page.


Assigning documentation scope

Project level scope

Project level access allows a project member to see, manage, and configure all project documentation.

Access Level

Project level access is applied to all team members, readers, reader groups, and security groups by default.

Version level scope

Version level access allows a project member to view specific versions of documentation within your project.

  1. In the details panel of a team member, reader, security group, or reader group expand the Documentation Scope/Access Level section.
  2. Click Version.
  3. Select the desired version from the picklist.

Access level - Version

Category level scope

Category access allows a project member access to specific categories within a documentation version(s). You can select more than one version to allow category level access.

For example, say The Babel Company has two versions of their documentation, V1 and V2. Each version has a "Stuff Customers Need to Know About this Version" category. The project owner could grant access to this category on both versions.

Applying category level access on a single version

  1. In the details panel of a team member, reader, security group, or reader group, expand the Documentation Scope/Access Level section.
  2. Click Category.
  3. Click Select project version(s).
  4. Select the project version you want the project member to access.
  5. From the category picklist, select which categories you want the project member to access.

Access Level - Category

Applying category level access on multiple versions

  1. In the details panel of a project member or security group, expand the Documentation Scope/Access Level section.
  2. Click Category.
  3. Click Select project version(s).
  4. Select the desired project versions.
  5. From the category picklist, select which categories from each version you want the project member to access.
When selecting categories between multiple versions, the version will be denoted by a tag next to the category.

Access Level - Selecting Multiple Categories Across Versions

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