User Access

User access is controlled by three key aspects:

  • Permission Groups
  • User Profiles
  • Permission Settings

Permission Groups

Each user on the intranet is assigned to a permission group. There can be any number of groups and the one to which a user belongs determines what they have access to on the intranet. For example you may wish to set up three groups:

  1. Administrators Group
    Allowed access to everything on the intranet.
  2. Staff Group
    Allowed access to everything but cannot amend items in certain workspaces.
  3. External Group
    Allowed read only access to limited workspaces.

After creating a permission group you can assign permission settings to determine the access rights of the group. See permission settings elsewhere in the section for more details.

To add a permission group:

  1. Click "Permission Groups" within the "Administration" area of the intranet.
  2. Click the "New Permission Group" icon.

To delete a permission group:

  1. Click "Permission Groups" within the "Administration" area of the intranet.
  2. Select the permission group you wish to delete.
  3. Click the "Delete" icon; note you cannot delete permission groups if they have user profiles associated with them.

To define permission settings for a group:

  1. Click "Permission Groups" within the "Administration" area of the intranet.
  2. Select the permission group you wish to define permission settings for.
  3. Click the "Permissions" icon.
  4. Set the corresponding permissions for each workspace and then click "Save" to activate these permission settings.

User Profile

Each user profile is assigned a permission group and is based upon a person in one of the contact list workspaces. So to be able to create a user profile you must first create a person within a contact list on the intranet.

To add a user account:

  1. Click "User Profiles" within the "Administration" area of the intranet.
  2. Click the "New User Profile" icon.

To delete a user account

  1. Click "User Profiles" within the "Administration" area of the intranet.
  2. Select the user profile you wish to delete.
  3. Click the "Delete" icon; note you cannot delete user profiles if the associated user profile has created entries on the intranet. This is to ensure that all items can be tracked back to an author. You can however make user profiles inactive on the user profile edit screen.

Permission Settings

Setting appropriate permissions is the final step in allowing access to the intranet. Here you determine the exact capabilities the permission groups and the access they have for each workspace. There are three options for each permission setting:

  • Read Access - Users can view items only.
  • Modify Access - Users can modify existing items.
  • Write Access - Users can add new items.

By manipulating the "read" setting you are preventing access to items from associated workspaces in both the workspace navigation and also through any searches made.

To change permission settings for a workspace:

  1. Click "Workspaces" within the "Administration" area of the intranet.
  2. Select the workspace you wish to define permission settings for.
  3. Click the "Permissions" icon.
  4. Set the corresponding permissions for each permission group and then click "Save" to activate these permission settings.

To change permission settings for a permission group:

  1. Click "Permission Groups" within the "Administration" area of the intranet.
  2. Select the permission group you wish to define permission settings for.
  3. Click the "Permissions" icon.
  4. Set the corresponding permissions for each workspace and then click "Save" to activate these permission settings.