Private knowledge base

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

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)
• Business Requirements Document (BRD)
• Repair manuals

Process documentation

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

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.

Switching a knowledge base site access as Private

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

5. 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
6. Click on the Yes option
7. 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)

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

5. 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
6. 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.
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

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

Changing site access setting at version or language level

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

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

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

6. 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

7. 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.

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

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.

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

8. 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

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