The Access page is where an administrator configures permissions. Content, platform features (blogs, forums, wikis, microblogs, calendars, documents, and folders), pages, and spaces have permission settings. Member access can be granted or modified using the Access option. Permissions or access rights can be set by a member or a group.
Sections in this article:
Use case
To create a space in your digital workplace intended only for a specific team, use the Create a Rule feature on the Access page (see Access Rules). First, create a group with all team members. Then, open the space and select Create a Rule to assign the desired access level to the group. By creating a rule, all group members are granted access to the space. By omitting all other workplace members and groups, you are denying them access to the space.
Features
Inherited Rules
This feature automatically cascades permissions to content and areas below spaces, applications, or pages within the system. Enterprise or workplace administrators, space administrators, or content owners can turn off inherited permissions.
Page Specific Rules
The rules under this page are cascading. The permission granted at the top of the chain will override any permissions granted or denied beneath.
Create a Rule
To create a new rule, select Create A Rule under Specific Rules. For convenience, you can create a new group right by selecting + New Group, or just go ahead and create your new rule for a group or specific user. Selecting the check mark under Select Scope will ensure these permissions cascade down to all child items where this rule is set.
Anonymous users
People accessing the workplace who are not logged in or recognized by the system as a workplace member will be granted the permissions you assign here.
Authors
Authoring permissions can be set separately from the inherited and specific rules. This is a valuable tool as it allows scenarios where users can create content that can never be edited by them again.
To change authoring access:
- Under Settings, next to Authors, select
Actions and select one of the following options:
- Read: View and reply to content.
- Write: View, reply to, add content, and add versions.
- Edit: View, reply to, add, contribute, modify, and organize content.
- Full: View, reply, add, contribute, modify, organize, manage, and control content.
System roles
This area displays what groups automatically receive Full access in this area.
Change member access
You can modify the access rules on a channel, page, or space from its Access page. To go to the Access page:
- Go to the location where you want to modify access rules.
- Select the
Actions (
This area will allow you to change the access levels for all members, create exceptions to the rule, and allow anonymous users into your digital workplace.
Frequently asked questions
I have a department space and want all users to see the home page, but not the department-specific content within the department. How do I set this up?
You will set All Members to Read on the space. When you get to the other areas of the space you don’t want them to see, you will turn inheritance off and assign them No Access. Be sure that the home page of your space has widgets that display content that is permissioned for users to see.
Can I let people see file previews without letting them download the file?
If someone can see a file preview, they have to be able to download it. You can obscure the option to download it directly through CSS or by embedding the preview in an article elsewhere on the site. However, when viewing anything on the Internet, the data has to be passed to their computer, so there will always be a way to save it permanently.