Library Permissions
Users and roles can be permitted to manage the content folder structure in the library. Similarly, users and roles can be provided access permissions to individual library folders and content records depending on their access requirements. These permissions include the option to use, edit, and manage content items in the folder and individual content records.
Example: Users in different locations may require access to various content due to language, products, and service differences. You may want to enable view permissions of the appropriate folders.
Caution: The Library application permissions related to viewing, editing, managing or submitting content will override library permissions set at the content or folder level. For more information see System Permissions.
Folder Permissions
Folder permissions apply to every content item stored in that folder. Content item permissions can provide additional security or override the folder permissions. Folder permissions are managed in the folder properties.
Note: For more information on how to view or edit folder properties, see Folder Permissions.
Example: Consider a folder with ten files. Seven files are available for all users, and three are available only for content managers. Permissions on the folder may allow all users access to all ten items. The three can have restricted permissions allowing access to only the content managers and override the folder permissions.
Considerations for applying folder permissions to roles:
- Permissions applied to parent folders are not automatically applied to their child folders. If you want child folders to have the same permissions as their parent folder, you must apply those permissions to the individual folders.
- Generally, folder permissions apply to situations such as:
- Users can only edit specific library content
- Multiple departments want to secure folder content
- Confidentiality
Note: Library permission applied to a role or user applies to all the folders in the library. If you want to limit the view, edit, or manage permissions of a user or role to specific folders and content records, apply the permissions to the folder or content record, and not the role or user.
| Folder Permission | Description |
|---|---|
| View | View the folder (and its parent folder, if any) but not its contents. |
| Submit | Add new content to the folder (content will be in the "submitted" state). |
| New Content | Add new content records to the folder (content will be in the "enabled" state). |
| View Content | View and use the content records in the folder, but not the contents, of any parent folder. |
| Modify Content | Edit the content record's properties and content text. |
| New Folder | Create new sub-folders within this folder. |
| Manage | Implies all other permissions, including the ability to move or copy the folder and contents within the folder, configure folder permissions, and delete the folder and/or its contents. |
| Owner | User inherits Manage permissions of the folder they own. Multiple users can be owners of a folder. A role cannot be assigned Owner of a folder. |
Example Use Cases of Folder Permissions
These are example settings you could configure for your users depending on what permissions you would like to grant.
Example: User sees enabled content only per folder, and is able to submit content but not see it until it is enabled - assign the following permissions: View, Submit, View Content.
Example: User sees enabled content only per folder unless they own it, and is able to submit content and chose to enable it when they load, but will not see submitted content owned by others - assign the following permissions: View, Submit, New Content, View Content.
Example: User sees all content in all folders, regardless of status, but cannot edit the content. At the user or role level, assign the following Application permission: Search/View All Content in All Folders.
Content Permissions
Content level permissions apply to individual content records. You can grant levels of access to content records in a similar to how you grant folder level permissions.
Note: Content record permissions are managed in the content record's properties. For more information on viewing and editing content permissions, see Content Record Properties and About editing content records.
| Content Permission | Description |
|---|---|
| View | Grants the selected user or role the permission to view and use the content, but not perform other functions on it. |
| Edit | Grants the selected user or role the permission to edit the content record's properties and content text. |
| Manage | User inherits "View" and "Edit" permissions and has the ability to delete the record. |
| Owner | User inherits "Manage" permissions of the content they own. A role cannot be assigned Owner of a folder. |