Restricting articles to certain users starts with creating Permission Groups. You can assign multiple Permission Groups to each user and multiple Permission Groups to each article for flexible access control π
Creating a Permission Group
- Head to Settings > Groups
- Click Create group. We'll create the group right away and open it for you
- Enter a name for the new permission group under Group Name
- Optional: Assign full-access and read-only users to the group
- Click Save changes
The name
[Public] is special: a group with that name makes public articles read-only for its members, so don't use it for anything else.Assigning Users to Permission Groups
- In Settings > Groups
- Click Edit on the group
- Choose people under Full access or Read only
- Click Save changes
- In Settings > People
- Click Edit on a person
- Choose groups under Read-only groups or Full-access groups
- Click Save changes
- Start inviting a new user
- Choose groups under Read-only groups or Full-access groups
- Click Send invites and close
Owners and Administrators can't be assigned Permission Groups because they can see all articles by default
Editing several people at once in Settings > People?
The groups you save replace the groups each of them is already in. To add one group without touching the others, use Settings > Groups instead.
The groups you save replace the groups each of them is already in. To add one group without touching the others, use Settings > Groups instead.
People who sign in with SSO can also get groups from your identity provider, and readers without a HelpDocs account can get them from a JWT.
Permission Types
Permission Type | Capabilities |
|---|---|
Read-only | Users can view content but cannot edit articles |
Full-access | Users can both view and edit articles, depending on their role |
Removing Permission Groups from Users
- Head to Settings > People
- Click Edit on the user you'd like to edit
- To remove a Permission Group, either:
- Click the x on the permission group label
- Make the changes in the dropdown selector
- Click the x on the permission group label
- Click Save changes
- Head to Settings > Groups
- Click Edit on the Group
- Deselect the person under Full access or Read only
- Click Save changes
Deleting Permission Groups
- Head to Settings > Groups
- Click Edit on the group you want to delete
- Click Delete group
- Click Confirm delete
You can only delete a group nothing is using β Remove everyone from it first, including Read only members, and take it off any articles, categories, product updates, and API references. If something's still using the group, we'll tell you how many of each. That count includes archived articles, so you may need to unarchive one to change its groups.
Keep your Permission Groups organized by regularly reviewing and removing unused groups. This makes managing your Knowledge Base access much easier in the long run.