In your Higher Logic Vanilla (Vanilla) community, it's important that you control who can add content in your knowledge bases (KBs) and who can manage (e.g., edit, delete) that content.
Vanilla provides two sets of permissions that you can use (independently or jointly) to manage who can do what with your KB content. There are:
- Role-based permissions are set for a Role, apply to any user who is assigned the Role, and are applicable across the breadth of the community and all of its KBs.
- Knowledge Base permissions can be set when you create/edit a KB and are unique to that KB. This option gives Admins more granular control over who can create and/or view content for individual KBs.
📝 NOTE: Best practices recommend that you set permissions for Roles -- and then set permissions per KB if you want custom overrides.
The sections in this article detail how to access these permissions sets and how to set them for your community.
Access the permissions
To access Role-based permissions:
- Access the Dashboard.
- Navigate to Membership > Roles & Permissions.
- Click a pencil icon to edit that Role (or click Add Role to create a Role).
- Scroll down to the Knowledge section and set the Knowledge permissions as described below.
To access KB-specific permissions:
- Access the Dashboard.
- Navigate to Knowledge > Knowledge Bases.
- Click a pencil icon to edit that KB (or click Add Knowledge Base to create a KB).
- Click the Permissions tab and set the Custom Permissions as described below.
Role-based Knowledge permissions
Each Role has a Knowledge section in which you can set knowledge-base permissions for that Role. The permissions that are set here apply to all user who are assigned this Role.
Articles > Add - gives the Role the ability to add content to existing KBs.
Articles > Manage - gives the Role the ability to edit, delete and restore articles and to create, organize, and delete Categories.
Kb > View - gives the Role the ability to view your KBs, read your articles, and search your content.
✔️ TIP: All of these settings can be overridden per KB with its custom permissions.
Knowledge Base Permissions
Some knowledge bases might, by design, be intended for a specific audience, such as developers or staff-only. These KB-specific permissions are the best way to isolate groups of users (based on Role) to limit who can access the KB.
📝 NOTE: Best practices recommend that you set permissions for Roles -- and then use these permissions if you want custom overrides.
- On the Permissions tab slide the toggle to the right to enable custom permissions.
- Use the dropdowns that appear to select Roles as:
- Viewers - The selected Roles will be able to read, search, and react to all content in this KB. Roles that are not selected will not be able to access this KB.
- Content Creators - The selected Roles will be able to create, edit, and delete articles as well as create, organize, and delete categories in this KB. Roles that are not selected will not be able to create content in this KB.
📝 REMEMBER: These settings (overrides) are unique to this KB. They do not impact Roles' abilities and privileges in other KBs.
Click the link below to access a video expanding on what you learned in this article.