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Getting Started with Permissioning

Jake Peters Updated by Jake Peters

Looking to restrict certain docs to certain users? Good news—HelpDocs supports permissioning.

This means you can host different articles for different people within the same knowledge base, and can easily manage access at an article-by-article level.

Permissioning is available on the Growth plan, along with some fancy authentication options.

What you can do with Permissioning

Permissioning is a powerful way to use one knowledge base in totally different circumstances. Here's a few examples where it can work wonders.

To apply Permission groups, the user will need to be a member of your team on HelpDocs.

Restrict by user

  • Hyper-specific. You may only want a few people to have access to certain information, like how to connect to a database. In this case, you can select specific users from the list.

Restrict by user group

  • Internal team. Create an Internal user group and create articles like how to bill customers only your team members should see.
  • Partners. Team up with other companies often? Create a Partners user group with articles full of information about co-marketing and discounts.
  • Partner developers. If you've got a special API only some partners should have access to, you might want to host some of the spec on HelpDocs. Create a Developers user group and create articles with information on specific API routes they can use.

Restrict by role

  • Process. If you're training editors how to use HelpDocs and create documentation that reads well, target the role Editor and create process documentation.
  • Internal role-specific. Inviting admins that have specific access to other tools can help you write documentation about how to interact and use them. Just target the role Admin.

Getting Started

Getting started with permissioning is super simple.

  1. Start by creating a new user group
  2. Assign that user group to a user
  3. Apply that group to an article
If a user hits an article with permission groups and they aren't logged in, they'll be prompted to log in. If they're logged in and still don't have access, they'll be told that too.

Understanding Whether an Article Has Permissioning

So you've set permissioning on an article, but how can you and your team tell it's permissioned? There are a few places we show it's permissioned.

Inside the Text Editor

When you're editing an article that has permissions you'll see an icon in the top right of the toolbar with a pink dot next to it. If you're hovering over it, you'll see Edit Permissions as a tooltip.

Within the Content View

If you're browsing articles within the content view you'll be able to tell if it's permissioned in a few ways. First, you'll see it next to the article meta like the published status.

Secondly you'll be able to see it to the right with the permissioning button. If it has permissions it'll appear with a pink dot, just like inside the text editor.

Inside Search Results

You'll be able to see if an article is permissioned when you're searching for an article within the Content view. Just look at the bottom of each search result, next to the article published status.

If you're using our stock V4 Bars template you'll also be able to see the permissions icon on the frontend knowledge base within search results too.

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Creating and Managing Permission Groups

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