Access rules

Access rules allow you to control any group or member's access level to anything in your digital workplace. You can set up access rules on any page, space, channel, or content, such as files or articles.

Access rules are cumulative, meaning that if someone has multiple rules that apply to them, they will receive the highest level of access provided.

The Access page.

 

Sections in this article: 

Features

Access rules permit access to content for members rather than restrict access to it. Regular workplace members cannot access content with no access rules, only administrators.

Access rules can be configured in many ways, and you should consider the following when creating them:

When creating rules, use groups wherever possible. Even if you create groups for only one person, it is much easier to maintain your digital workplace in the long term using groups. Rules for individuals can be challenging to keep track of as a digital workplace ages, where groups can easily be checked, updated, and modified.

Who can do this?

  • Enterprise administrators
  • Workplace administrators
  • Space administrators
  • Members of the digital workplace with Full access

Check access on an item

You will often need to confirm the level of access currently set on a page, space, or piece of content.

  1. Go to page, space, or content. Administrators can use the Site Manager to find page, space, and channel access rules.

  2. Select / Actions and then Access. The Actions button will appear differently depending on whether you are viewing content or a location, such as a page, space, or channel.

  3. On the Access page, you can see the following: 

The Access page of a channel.

  • In the Inherited Rules section, you can see access rules applied from parent pages, spaces, or channels or if inheritance has been turned on or off. See Cascading and Inheritance.
  • In the location-specific Rules section, you can see what new rules were added to this item and whether they will cascade down to nested items or only be applied to the specific item you are inspecting. These rules are typically for groups but can also be for individual members.
  • In the Settings section, you can see if items have anonymous access turned on or off and what level of access authors of new content will be given.

Create a new access rule

You must create access rules to control member's access throughout your digital workplace.

  1. Go to the content, page, space, or channel.
  2. Select /  Actions and then Access.
  3. In the Specific Rules section, select + Create a Rule.  

  4. When prompted, you can select a group or an individual member of the digital workplace.

    • To add a group: Scroll through the list of groups or use the search field to filter what groups appear on the list. Select one group.

    • To add a person: Select the Users tab and use the search field to find and select the a digital workplace member. 

  5. Select an access level for the new rule. See Access levels. 
  6. Select Create Rule. Your new rule should now appear in the item-specific rules.
  7. Select Save. 

Edit an access rule

  1. Go to the content, page, space, or channel.
  2. Select /  Actions and then Access.
  3. In the Specific Rules section, select  Actions beside the rule.
  4. Select a new access level. See Access levels.
  5. Select Save. 

Delete an access rule

  1. Go to the content, page, space, or channel.
  2. Select /  Actions and then Access.
  3. In the Specific Rules section, select  Actions beside the rule. 
  4. Select Delete. 
  5. When prompted, select Ok.
  6. Select Save.

Frequently asked questions

Why is there a user rule on my pages and channels?

Igloo automatically adds a rule for the creator of an object, whether it is a page, space, channel, or piece of content (See Author rules). Those rules are often redundant if the user is already an administrator and can be safely removed.

What happens when I move something?

The item you move will typically inherit the rules from its new parent objects. See Cascading Inheritance.

What if a member has two rules that apply to them in the same place?

That member would receive the highest level of access available to them in that location.

Can I use rules to restrict access?

There is no way to create a rule that specifically restricts access to a group or individual. Instead, create a group that does not include people who should not have access and use that to create a rule.

Can I get a map or diagram of my access rules?

There is no way to produce a map of your access rules in the digital workplace.