Plans supporting access to public, private, and mixed Knowledge base site

Site access refers to the access setting in your Document360 project that controls the visibility of your Knowledge base site. From the knowledge base portal, navigate to Settings () > Users & security > Site access.

The three available site access modes are

• Public

• Private

• Mixed

Public access

A public access Knowledge base site is accessible by everyone on the web. The published content of the Knowledge base can be accessed with direct links or via search engines on the web browser. No login is required.

Examples are,

• Customer support knowledge base site

• Product help center site

• Self-service portal

• Public API documentation

• User guides and manuals

Private access

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 to the public.

Examples are,

• Internal IT support KB site

• HR policies and procedures

• Company-wide knowledge sharing

• Internal API documentation

• Proprietary software documentation

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

Mixed access

A Mixed access knowledge base is a hybrid site access setting that allows parts of the knowledge base to be public and parts of the Knowledge base to be private access only for the reader accounts with login credentials.

Examples are,

• Public support articles with private internal docs

• Customer-facing help center with internal HR KB

• Public API with internal developer notes

• Customer-facing compliance with internal audit trails

• Public developer resources with private development guides

Managing site access settings

To view and manage the site access settings in your project,

1. From the Knowledge base portal, navigate to Settings > Users & Security > Site access.

   Your project's site access will be marked selected in this section.

   You can switch between the three access settings.

2. Click on the desired site access to which you desire to switch.

   An Update visibility confirmation prompt will be displayed.

3. To proceed with the change, you have to accurately type the subdomain of their project displayed in the prompt in the field.

   

4. Once done, click on the Yes button.

   The site visibility for the project will be changed.

   NOTE

   When switching from Mixed to Private or from Private to Mixed, you might want to reconsider the previously assigned access permissions.

Changing site access settings at the project level

1. From the Knowledge Base portal, go to Settings > Users & Security > Site access.

2. The project name would be visible at the top, and below that, a tree view of the versions and languages will be available.

3. Expand the project name and you can change the workspace version and the language of the project.

   You can manage the content access of Readers or Reader group(s) with the list of the reader(s) and reader available with information like profile image, name, email, content access, and reader group.

4. To search for any specific reader or reader group, use the search bar along with the Filter () option.

   You can filter content access based on Project, Workspace, and Language.

5. To clear the existing filters, click the Clear all option.

6. To remove the project-level site access of any reader or reader group from the list, click the Remove () icon available to the right when you hover over it.

7. To deny access from a reader or a reader group, click the Deny () icon.

   NOTE

   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.

Assign workspace access

1. Click the Assign workspace access button to assign workspace to anyone you wish to, from the list of Readers and Readers group.

2. Once selected, click the Apply button.

   The chosen project access will be assigned to the selected reader or reader group.