- Print
- DarkLight
- PDF
Article access control - Knowledge base portal
Add or deny access to the article content for team account(s) and team account group(s) on the knowledge base portal.
Accessing the Article access control
- Navigate to the desired article in the documentation editor
- Click on •••(More) next to the Publish /Edit button and select Security
- 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.
Why is this option Inactive?
This option would be inactive (grayed out) if the knowledge base site access is set as Public
- An Access control overview blade would appear
Access control overview page
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 documentation → Version: Installation → Language: French → Category: Plugin support → Article: Change theme plugin
2. Filter
Search email or group name: Search the team accounts with email or group name. Type in the keyword and the search results would appear automatically
Content role: Filter the team accounts and groups with their content role. Click on the Content role dropdown and select the checkbox of the content roles you want to filter. Click anywhere outside the dropdown in the window
For example, you want to deny the access only for the Draft writer: Click on the Content role dropdown and select the checkbox of the Draft writer. Then, click anywhere outside the dropdown menu in the window. You would have successfully filtered the Draft writer team accounts, now you can proceed with deny process
Content access: Filter the team accounts and groups with their content access. Click on the Content access dropdown and select the checkbox of the content access you want to filter. Click anywhere outside the dropdown in the window
For example, you want to enable access to the team accounts which are inherited in the project level: Click on the Content access dropdown and select the checkbox of the Project. Then, click anywhere outside the dropdown menu in the window. You would have successfully filtered the desired team accounts, now you can proceed with enabling access for them
Group: Filter the team accounts and groups with their group. Click on the Group dropdown and select the checkbox of the groups you want to filter. Click anywhere outside the dropdown in the window
For example, you want to enable access to the team accounts of any particular group(s): Click on the Group dropdown and select the checkbox of the desired group(s). Then, click anywhere outside the dropdown menu in the window. You would have successfully filtered the desired team accounts, now you can proceed with enabling access for them
3. Content access list
You would see a list of team accounts and groups that has access to the article
Name
The Name, email, and logo of the team account or group name would appear here
Content role
Content role of the team account or group would appear here
Content access
Content access of the team account or group would appear here. Content access is the access level through which the team account or group has been associated with the selected article.
For example, when a team account is associated 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 team account is associated with a group, the group name would appear here. If the team account is associated with more than one group, only one group name would appear in this column and the count of the associated groups would also appear
Edit
To change the content role of a team account or group to the article.
For example, you want to change the content role of a team account from Draft writer to Editor for a particular language alone.
- Hover the mouse pointer over the team account you want to edit, you would see the Edit icon on the right
- Click on the Edit icon
- The content role dropdown would appear. Click on the dropdown and select the desired content role
- Click on the Save icon on the right
- If you wish to discard, click on the Discard icon. The changes would not be saved
Denying article access
To deny content access for a team account or group. When you deny access, the respective teams would not have any access to the article
- Hover the mouse pointer over the team account or group you want to deny access, Deny access icon would appear on the right
- Click on the Deny access icon
- Click on Yes in the Deny access confirmation prompt
- The article access would be denied for the respective team account or group
- The team accounts and groups which are denied access would appear in the Denied access list
4. Denied access list
You would see a list of team accounts and groups that has been denied access to the selected article in the knowledge base.
Name
The Name, email, and logo of the team account or group name would appear here
Content role
Content role of the team account or group would appear here
Content access
Content access of the team account or group would appear here. Content access is the access level through which the team account or group has been associated with the selected article.
For example, when a team account is associated 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 team account is associated with a group, the group name would appear here. If the team account is associated with more than one group, only one group name would appear in this column and the count of the associated groups would also appear
Allow access
If you want to enable the article access for the team account or group
For example, you have denied the language content access to a team account by mistake and you want to enable the content access now
- Hover the mouse pointer over the team account or group you want to enable access, you would see the Allow access icon on the right
- Click on the Allow access icon
- Click on Yes in the Deny access confirmation prompt
- The content access would be allowed for the selected team account or group
5. Removing team account(s) and team account group(s)
When you no longer need a team account or group to access the selected article, you can remove them completely
a. Select the checkbox of the team account(s) and group(s) you want to remove
b. Click on the Remove button at the top right
c. The selected team account(s) and group(s) would be removed successfully
6. Adding team account(s) or team account group(s)
You can also enable article access for the team account(s) and group(s) that are not inherited.
Enabling article access to the team account(s)
- Click on the Add dropdown menu at the top right
- Select the Add team account option
- Choose a content role for the team account(s). To read more about content roles, see Content role
- Select the checkbox of the team account(s) for which you want to enable the article access
- Click on the Previous button
- The selected team account(s) would be listed with a yellow liner highlighted
- Click on the Save button on the bottom right
- The article access for the selected team account(s) would be enabled
Enabling article access to the team account group(s)
- Click on the Add dropdown menu at the top right
- Select the Add team accounts group option
- Choose a content role for the team accounts group. To read more about content roles, see Content role
- Select the checkbox of the team accounts group(s) for which you want to enable the article access
- Click on the Previous button
- The selected team account group(s) would be listed with a yellow liner highlighted
- Click on the Save button on the bottom right
- The article access for the selected team accounts group(s) would be enabled
Use case 1: Public access article in a private knowledge base version, language, or category
It is possible to have a private access article in a public knowledge base version, language, or category.
For example, you own a public project, and now you wish to make an article private. It is possible in Mixed access knowledge base.
Use case 2: Private access article in a public knowledge base version, language, or category
It is not possible to have a public access article in a private project, version, language, or category.
The reason being the article inherits the site access setting from its parent entity (category, language, version, or project).
For example, you own a private project, and now you wish to make an article public.
Though the article can be set as public access from the portal, the reader would still be required to log in to access the content.