Permissions
With the Permissions feature, you can restrict access to the editing features for folders and components such as topics and publications. For example, you could set a publication and its topics so that they can only be edited by specific users.
When permissions are in place:
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All Paligo authors can open and view a folder or component
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Only those Paligo authors with permission to edit can make changes, such as altering the text, deleting a component, or moving it.
Typically, you would use permissions when want to prevent certain users from making changes. For example, you could have some complex content that you only want senior, experienced writers to work on. For that, you could give the senior writers permission to edit. Less experienced junior writers would be able to view the content, but could not make changes to it.
Note
The Permissions feature is available on the Enterprise plan.
Tip
If you are new to permissions, we recommend that you read How Permissions Work. This explains how permissions affect folders, components, and Paligo features such as content reuse, variables, and translations.
When you are ready to apply permissions to your own content, first consider creating user groups. User groups can make it quicker and easier to set up permissions for multiple users at once. Then you can Set Up Permissions for your folders and components.
To learn how to disable permissions, see Remove Permissions.
If you see the lock icon next to the name of a folder or a component (such as a topic or publication), it means you need permission to edit.
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If you have permission to edit, you will be able to make changes to the folder/component or delete it.
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If you do not have permissions, you will only be able to view the folder/component.
The lock icon is shown next to the name of the folder/component in the Content Manager ...
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... and also next to the folder/component in the Resources view (shown when you select a folder).
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Paligo will not allow you to make changes to a folder/component that you do not have permission to edit. If you try that, Paligo presents an "Access restricted" notification advising you to request editing permissions from the author/owner. For example, here is the notification for a folder that a user is unable to rename:
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If Paligo displays an "Access restricted" notification, it means you do not have the edit permission for the folder or component that you are trying to change, move, or delete. This happens when permissions have been set up for the folder/component, but you have not been given the permission to edit, either as an individual user or as a member of a group.
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If you think you should be able to edit the folder or component, you should contact the owner or author and ask them to adjust the permissions.
Note
If the parent folder for the folder/component also has permissions, you will need the edit permission for that folder too.
To learn more about permissions, see How Permissions Work.
Use the Permissions feature to control which groups and users can access the edit features for a folder or component (topic, publication, etc.). You can access the Permissions feature from the Content Manager.
If you have restricted access to the edit features for a folder, those permissions will also apply to the components inside the folder.
It is possible to add further restrictions by setting permissions on the components in the folder as well. But any further permissions must be compliant with the permissions of the parent folder, for example, you cannot give a user permission to edit a topic if that user does not have permission to edit the folder that contains the topic.
To learn how the permissions work for folders and components, and also how they affect other Paligo features, see How Permissions Work.
When you save, Paligo applies the permissions and a lock icon appears next to the folder/component in the Content Manager. The lock icon also appears in the Resource view (shown when you select a folder).
Note
To apply permissions to a group of users, you can either select each user individually or you can choose a group. You can only choose a group if there are user groups set up in your Paligo instance, see User Groups.
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In the Content Manager, find the folder or component that you want to restrict access to. Select its options menu ( ... ) and then select Permissions.
Paligo displays the Permissions dialog.
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Make sure the top field is set to Everyone can view, only some can edit.
Note
To remove permissions from a folder/component, select the Everyone can view and edit option.
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In the second field, enter the name or email address of the user/group that needs access to edit the folder/component. As you start to type, Paligo will find close matches from the Paligo database for your instance. Select a group or user that needs to have the edit permission.
When you add users and groups, be aware that:
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Groups will give permission to every user that is a member of that group.
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Users will give permission to the selected user only.
Note
The person who is editing the folder/component permissions is the "owner" and automatically has permission to edit.
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Repeat step 3 to add more groups and users as required.
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Select Save.
You can use the permissions feature to remove the edit permission from a user or group. This can be useful if you only want a user/group to have
To remove the edit permission from a user or group:
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In the Content Manager, find the folder or component that you want to restrict access to. Select its options menu ( ... ) and then select Permissions.
Paligo displays the Permissions dialog. It shows the users and groups that currently have permission to edit the folder/component in a list at the bottom. (If the list is empty, there are no permissions currently set).
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Remove the permissions:
To remove all permissions, set the top field to Everyone can view and edit.
To remove edit permissions for a particular user or group, select the X icon to the right of the user/group name in the list.
Note
You cannot remove the owner from the permissions.
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Select Save.
If you removed all permissions, all Paligo authors will be able to view and edit the folder/component.
If you removed the permissions for a group, the members of that group will be able to view the folder/component, but not edit it.
If you removed the permissions for a user, the user will be able to view the folder/component, but not edit it.
The user that creates a folder or component is the "owner" by default. Only owners and administrators can control the permissions for a folder or component, so it is important that you can change the owner if needed. For example, you may need to change the owner as the original owner has left your organization.
To change the owner of a component, such as a publication or topic:
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Log in as as administrator or the current owner of the component you want to change.
Only administrators and owners can change the ownership.
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In the Content Manager, select the dotted menu ( ... ) for the component and then select Edit and then Open structure.
Paligo displays the metadata panel for the component.
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Use the Owner dropdown list to change the owner.
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Select Update to apply the change.
The new owner can now change the permissions on the component.
The user that creates a folder or component is the "owner" by default. Only owners and administrators can control the permissions for a folder or component, so it is important that you can change the owner if needed. For example, you may need to change the owner as the original owner has left your organization.
To change the owner of a folder:
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Log in as as administrator or the current owner of the folder you want to change.
Only administrators and owners can change the ownership.
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In the Content Manager, select the dotted menu ( ... ) for the folder and then select Metadata.
Paligo displays the metadata panel for the folder.
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Use the Owner dropdown list to change the owner.
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Select Update to apply the change.
The new owner can now change the permissions on the folder.