Restricted Content

Restrict access to documents and taxonomies to specific groups of users.

Restricted content allows you to control who can view documents and collections. There are two types of restricted content.

1. Restricted documents

2. Restricted taxonomies (collections)

Access to restricted content is controlled through document access groups.

Document access groups

Access to restricted content is controlled through document access groups. Only users that belong to the groups associated with the restricted content can view it.

You must set up the document access groups before you can associate them with restricted documents or collections.

A document access group is visible to the users that belong to the group. A document access group is linked to a permission group, which is an internal group to manage user permissions. Users belong to permission groups.

Create a permission group

You must create a permission group before you can create a document access group.

1. Go to groups on your menu items and click to add group.

1. Give the group a name. This name is visible to external users.

2. Do not add any permissions to the group.

3. Clive Save.

Create a document access group

Now create a document access group that uses the permission group.

1. Navigate to Document Access Groups on the left menu.

1. Click Add document access group.

1. Select the permission group you just created from the dropdown list.

1. Provide a brief description of the document access group. This is visible to external users.

2. Click Save.

Restrict access to documents

Access to certain documents can be restricted.

Only users who belong to a document access group group can view restricted documents; others will see an error message.

1. Select the document you want to restrict.

2. Go to the Advanced tab and check the Restricted box.

3. Click Save and continue editing.

1. Click Select restricted document access groups.

2. Check the checkbox alongside the document access groups who should have access to this document.

1. Click Save.

Restrict access to taxonomies (collections)

Access to certain taxonomies (collections) can be restricted.

Only users who have access to the taxonomy will be able to view it; other users will see an error message.

Restricting access to a taxonomy also restricts access to all descendants/sub-taxonomies of that taxonomy. All taxonomies underneath the restricted taxonomy will also effectively be restricted.

Restricting a taxonomy does not restrict access to documents tagged with that taxonomy or its descendants. Only the visibility of the taxonomy itself is restricted.

1. Select the taxonomy (collection) you want to restrict access to.

2. Check the Restricted box.

3. Click Save and continue editing.

1. Click Manage restricted access groups.

2. Check the checkbox alongside the document access groups who should have access to this document.

3. Click Save to apply the restrictions.