Article access control - Knowledge base site
  • 20 Nov 2022
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Article access control - Knowledge base site

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Add or deny access to the published article content for reader(s) and reader group(s) on the knowledge base site.


Accessing the Article access control

  1. Navigate to the desired article in the documentation editor

1_Screenshot-Accessing_security_access_article_portal1

  1. Click on •••(More) next to the Publish/Edit button and select Security
  2. There are two options to choose from

Knowledge base portal

To change the article access on the portal, select the Knowledge base portal access control

For team accounts & team account groups
Portal access refers to the access through which the article content and article settings are updated or deleted.

Knowledge base site

To change the article access on the site, select the Knowledge base site access control

For readers & reader groups
Site access refers to the view access of the published article on the private or mixed knowledge base site.
2_Screenshot-Article_access_Knowledge_base_site1

Why is this option Inactive?
This option would be inactive (grayed out) if the knowledge base site access is set as Public

  1. An Access control overview blade would appear

Access control overview page

3_Screenshot-Overview_Article_access_Knowledge_base_site


1. Breadcrumb

The breadcrumb of the article would appear at the top. This provides the navigation tree-view of the article with information like the project, version, language, and category the article is present in.

For example
Project name: Product doumentation → Version: Installation → Language: French → Category: Plugin support → Article: Change theme plugin


2. Filter

  • Search email or group name: Search the readers or reader groups with email or group name. Type in the keyword and the search results would populated

  • Content access: Filter the readers and reader groups with their site content access (project, version, language). Click on the Content access dropdown and select the checkbox of the content access you want to filter.

    For example, you want to enable access to the reader who is inherited in the project level: Click on the Content access dropdown and select the checkbox of the Project.

  • Group: Filter the readers based on the reader groups they are associated with. Click on the Group dropdown and select the checkbox of the groups to filter.

    For example, you want to enable access to the reader of any particular group: Click on the Group dropdown and select the checkbox of the desired reader group(s).


3. Content access list

You would see a list of reader(s) and reader group(s) that has access to the article on the knowledge base site.

Name

The Name, email, and profile image of the reader or reader group would appear here.

Content access

Content access of the reader or reader group would appear here. Content access is the access level visibility setting assigned.

For example, when a reader is provided access at the project level, it would appear as Project and when it is associated at the version level, it would appear as Version.

Group

If the reader is associated with a group, the reader group name would appear here. If the reader is associated with more than one reader group, only one reader group name would appear in this column and the count of the associated reader groups would also appear

Denying article access

To deny content access to a reader or reader group. When the access to the article is denied, the respective reader or reader group would not view the article on the knowledge base site.
4_Screenshot-Deny_access_Knowledge_base_site

  • Hover the mouse pointer over the reader or reader group you want to deny access, Deny access icon would appear on the right

  • Click on the Deny access icon
    5_Screenshot-Deny_access_confirmation_Knowledge_base_site

  • Click on Yes in the Deny access confirmation prompt

  • The article access would be denied for the respective reader or reader group

  • The reader(s) and reader group(s) who are denied access would appear in the Denied access list


4. Denied access list

You would see a list of reader(s) and reader group(s) that has been denied access to the selected article in the knowledge base.

Allow access

To enable the article access for the reader(s) or reader group(s)
6_Screenshot-Allow_access_Knowledge_base_site

  • Hover the mouse pointer over the reader or reader group you want to enable access and the Allow access icon appers on the right

  • Click on the Allow access icon
    7_Screenshot-Allow_access_confirmation_Knowledge_base_site

  • Click on Yes in the Deny access confirmation prompt

  • The content access would be allowed for the selected reader or reader group


5. Removing reader(s) and reader group(s)

When you no longer require reader(s) or reader group(s) to access the selected article, you can remove them from the access list.

8_Screenshot-Remove_readers_article_Knowledge_base_site

a. Select the checkbox to the left of the reader(s) and reader group(s) you want to remove
b. Click on the Remove button at the top right
c. The selected reader(s) and reader group(s) would be removed from the access list

Remove button disabled

The reader(s) and reader group(s) that are 'Inherited' cannot be removed.


6. Adding reader(s) or reader group(s)

You can also enable article access for the reader(s) and reader group(s) that are not inherited.

Enabling article access to the reader(s)

9_Screenshot-Adding_readersandgroups_article_Knowledge_base_site

  1. Click on the Add dropdown menu at the top right

  2. Select the Add reader account option
    10_Screenshot-Adding_readers_article_Knowledge_base_site

  3. Choose a content role for the team account(s). To read more about content roles, see Content role

  4. Select the checkbox of the team account(s) for which you want to enable the article access

  5. Click on the Previous button
    11_Screenshot-Adding_readers_save_article_Knowledge_base_site

  6. The selected reader(s) would be listed with a yellow liner highlighted

  7. Click on the Save button on the bottom right

  8. The article access for the selected team account(s) would be enabled


Enabling article access to the reader group(s)

9_Screenshot-Adding_readersandgroups_article_Knowledge_base_site

  1. Click on the Add dropdown menu at the top right

  2. Select the Add team accounts group option
    12_Screenshot-Adding_readersgroup_article_Knowledge_base_site

  3. Choose a content role for the team accounts group. To read more about content roles, see Content role

  4. Select the checkbox of the team accounts group(s) for which you want to enable the article access

  5. Click on the Previous button
    13_Screenshot-Adding_readersgroup_save_article_Knowledge_base_site

  6. The selected reader group(s) would be listed with a yellow liner highlighted

  7. Click on the Save button on the bottom right

  8. The article access for the selected team accounts group(s) would be enabled


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