Managing team account groups

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

Creating a new group

1. From the knowledge base portal, go to Settings → Users & Security → Team accounts & groups → Team account groups
2. You can view the existing team account groups in the project

3. 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)
4. The Add a new account group blade appears on the right

a. Set up the basics

• 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)

• 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

Once done, click the Next button at the bottom.

c. Portal role

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.

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

Content role

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

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

• 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

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

e. Review and finish

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

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

Editing a team account group

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.

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

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