Private knowledge base
  • 27 Sep 2022
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Private knowledge base

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

Document360 lets users choose the knowledge base site access as Private. It is only accessible to users with a [reader account].

What is a private knowledge base in Document360?

A Private knowledge base means that the content is kept secure and private, only accessible to specific people with a reader account or team account. It is not open for the public to see.

When a knowledge base is set to private, readers must sign in with their credentials to view articles.

Internal documentation

Team documentation

  • Meeting notes
  • Team strategy
  • Employee handbook
  • Sales playbook
  • Reports (Annual, Quarterly, Monthly, Weekly, Daily, etc.)
  • Lesson plan for teachers
  • Training manuals

Project documentation

  • Project management plan
  • Project roadmaps
  • API documentation
  • Product Requirements Document (PRD)
  • Repair manuals

Process documentation

  • Standard Operating Procedures (SOP)
  • Style guides
  • Onboarding documentation
  • Best practices

Site access setting for new projects

The site access setting would be available at the time of project creation. Users can choose any site access setting during project creation and change the setting later.


Accessing the Site access setting

From the knowledge base portal, click on Settings → Site access. The project name with the three available site access settings would be available.

  • Public

  • Private

  • Mixed

A Private label would be available next to the site access option in the menu.
12_Screenshot-Accessing_the_private_site_access_page_2


Switching a knowledge base site access as Private

1_Screenshot-Accessing_the_private_site_access_page

  1. In the knowledge base portal, click on Settings → Site access
  2. There would be three site access options (public, private, and mixed) would be available
  3. Select the Private option
  4. An Update visibility confirmation prompt would be displayed

13_Screenshot-Accessing_the_private_site_access_page_3

  1. To proceed with the change, the user must correctly type in their project's subdomain in the field provided. The subdomain of the project would be available in the prompt message
  2. Click on the Yes option
  3. The knowledge base would be switched to Private

If the knowledge base is switched from Mixed to Private site access, all the granular level access permissions would be reset.


Changing site access setting at the project level

For specific reader(s) or reader group(s)

2_Screenshot-Private_site_access_page_project_level_icon

  1. From the knowledge base portal, click on Settings → Site access
  2. The project name would be visible at the top, and below that, the tree-view of the versions and languages would be available
  3. Click on the gear icon (Access control setting) next to the project name
  4. An Access control: Knowledge base site blade window would open

3_Screenshot-Private_site_access_page_project_level_blade_1

  1. The list of the reader(s) and reader group(s) with project-level site access would be displayed with information such as profile image, name, email, content access, and reader group
  2. To search for any specific reader or reader group, use the search bar along with the two filters available (Content access and Group)

Add reader(s) or reader group(s) to project-level site access

Click on the Add button on the top-right and select Add reader account or Add reader group. A new blade window would open.

14_Screenshot-Accessing_the_private_site_access_page_project_level_add

Select the reader(s) or reader group(s) and select the Previous button to return to the previous blade window.
The newly added reader or reader group would be highlighted in yellow. Click on the Save button to complete the action.

Remove reader(s) or reader group(s) from project-level site access

To remove the project-level site access of any reader or reader group from the list, select the reader(s) or reader group(s) and click on the Remove button at the top
15_Screenshot-Accessing_the_private_site_access_page_project_level_remove

This subsequently provides or revokes access at a project level to the selected reader or reader group.

Site access - Project level vs. Version or language level

When a project-level setting and version/language level access are added for the reader(s) or reader group(s), then the version/language level content access would take precedence over any project-level site access.


Changing site access setting at version or language level

For specific reader(s) or reader group(s)

4_Screenshot-Private_site_access_page_version_level_icon

  1. From the knowledge base portal, click on Settings → Site access
  2. The project name would be visible at the top, and below that, the tree-view of the versions and languages would be available

5_Screenshot-Private_site_access_page_version_level_blade_1

  1. The site access next to each version and language would be Private by default. This setting
  2. Click on the gear icon (Access control setting) next to the version or language
Site access setting inactive

If the version or language is set as Public, then the site access setting icon would become inactive. To provide content access for the version or language, switch the access setting on the left to Private.

6_Screenshot-Private_site_access_page_switch_disabled

  1. An Access control: Knowledge base site blade window would open
Breadcrumb

At the top of the blade, the breadcrumb of the version of language can be observed.

For example,
Project: Document360 → Version: v6 → Language: French

7_Screenshot-Private_site_access_page_breadcrumb

This can be very useful while using category/article-level access.

  1. The list of the reader(s) and reader group(s) with version or language level access would be displayed with information such as profile image, name, email, content access, and reader group
Inherited content access

An inherited access label can be seen next to the Content access specification (Project/version). This means the content access permissions are inherited from the project or version.

8_Screenshot-Private_site_access_page_inherited_tag

For example, If a Reader account 'John Davis' is provided site access at a project level. It means the reader can access all the versions and languages in the project by default.

  1. To search for any specific reader or reader group, use the search bar along with the two filters available (Content access and Group)

Add reader(s) or reader group(s) to project-level site access

Click on the Add button on the top-right and select Add reader account or Add reader group. A new blade window would open.
Select the reader(s) or reader group(s) and select the Previous button to return to the previous blade window.

14_Screenshot-Accessing_the_private_site_access_page_project_level_add

The newly added reader or reader group would be highlighted in yellow. Click on the Save button to complete the action.

Remove reader(s) or reader group(s) from project-level site access

To remove the version or language level content access of any reader or reader group from the list, select the reader(s) or reader group(s) and click on the Remove button at the top

15_Screenshot-Accessing_the_private_site_access_page_project_level_remove

This subsequently revokes access at a project level to the selected reader or reader group.


Denied access list

Reader(s) or Reader group(s) with an existing version or language level access can be denied access and added to the denied list.

9_Screenshot-Site_access_page_denied_list_1

  1. From the knowledge base portal, click on Settings → Site access
  2. The project name would be visible at the top, and below that, the tree-view of the versions and languages would be available
  3. Click on the gear icon (Access control setting) next to the version or language
  4. An Access control: Knowledge base site blade window would open
  5. The list of the reader(s) and reader group(s) with version or language level access would be displayed
  6. To search for any specific reader or reader group, use the search bar along with the two filters available (Content access and Group)
  7. Hover the mouse pointer over the reader or reader group, and the Deny icon appears on the right. Click on the icon

10_Screenshot-Site_access_page_denied_list_2

  1. The reader or reader group would be added to the denied list

This means that the reader or reader group would not have access to the version or language they previously had access.

Removing the reader or reader group from the denied list

  1. On the Site access page, click on the gear icon (Access control setting) next to the version or language
  2. An Access control: Knowledge base site blade window would open
  3. The list of the reader(s) and reader group(s) added to the denied list will be displayed below

11_Screenshot-Site_access_page_denied_list_3

  1. Hover the mouse pointer over the reader or reader group, and the Allow access icon appears on the right. Click on the icon
  2. A confirmation prompt would be displayed; click on Yes
  3. The reader or reader account would be allowed access to the version or language again

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