Knowledge Base Permissions - HL Vanilla Community
<main> <article class="userContent"> <div class="blockquote"><div class="blockquote-content"><p class="blockquote-line">šĀ <strong>NOTE</strong>: This feature was made available with theĀ <a href="https://success.vanillaforums.com/kb/articles/197-release-2020-005" rel="nofollow noreferrer ugc">2020.005 release</a>.</p></div></div><p>In your <strong>Higher Logic Vanilla</strong> (<strong>Vanilla</strong>) 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.</p><p>Vanilla provides two sets of permissions that you can use (<em>independently</em> or <em>jointly</em>) to manage who can do what with your KB content. There are:</p><ul><li><strong>Role-based permissions</strong> 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.</li><li><strong>Knowledge Base permissions</strong> 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.</li></ul><p>š <strong>NOTE</strong>: Best practices recommend that you set permissions for Roles -- and then set permissions <em>per KB</em> if you want custom overrides.</p><p>The sections in this article detail how to <em>access these permissions sets</em> and how to <em>set them for your community</em>.</p><h2 data-id="access-the-permissions">Access the permissions</h2><p>To access Role-based permissions:</p><ol><li>Access the Dashboard.</li><li>Navigate toĀ <strong>Membership > Roles & Permissions</strong>.</li><li>Click aĀ <strong>pencil</strong>Ā icon to edit that Role (or clickĀ <strong>Add Role</strong>Ā to create a Role).</li><li>Scroll down to theĀ <strong>Knowledge</strong>Ā section and set the <em>Knowledge</em> permissions as described below.</li></ol><p>To access KB-specific permissions:</p><ol><li>Access the Dashboard.</li><li>Navigate toĀ <strong>Knowledge > Knowledge Bases</strong>.</li><li>Click aĀ <strong>pencil</strong>Ā icon to edit that KB (or clickĀ <strong>Add Knowledge Base</strong>Ā to create a KB).</li><li>Click the <strong>Permissions</strong> tab and set the <em>Custom Permissions</em> as described below.</li></ol><h2 data-id="role-based-knowledge-permissions"><strong>Role-based Knowledge permissions</strong></h2><p>Each Role has a Knowledge section in which you can set knowledge-base permissions <em>for that Role</em>. The permissions that are set here apply to all user who are assigned this Role.</p><div class="embedExternal embedImage display-large float-none"> <div class="embedExternal-content"> <a class="embedImage-link" href="https://us.v-cdn.net/6030677/uploads/VHNV0RWZFYBU/kb-permissions.png" rel="nofollow noreferrer noopener ugc" target="_blank"> <img class="embedImage-img" src="https://us.v-cdn.net/6030677/uploads/VHNV0RWZFYBU/kb-permissions.png" alt="KB Permissions.png" height="324" width="968" loading="lazy" data-display-size="large" data-float="none"></img></a> </div> </div> <ul><li><strong><code class="code codeInline" spellcheck="false" tabindex="0">Articles > Add</code></strong>Ā - gives the Role the ability to add content to existing KBs.</li><li><strong><code class="code codeInline" spellcheck="false" tabindex="0">Articles > Manage</code></strong>Ā - gives the Role the ability to edit, delete and restore articles and to create, organize, and delete Categories.</li><li><strong><code class="code codeInline" spellcheck="false" tabindex="0">Kb > View</code></strong>Ā - gives the Role the ability to view your KBs, read your articles, and search your content.</li></ul><p>āļø <strong>TIP</strong>: All of these settings can be overridden per KB with its <em>custom permissions</em>.</p><h2 data-id="knowledge-base-permissions">Knowledge Base Permissions</h2><p>Some knowledge bases might, by design, be intended for a specific audience, such as <em>developers</em> or <em>staff-only</em>. These KB-specific permissions are the best way to isolate groups of users (based on Role) to limit who can access the KB.</p><p>š <strong>NOTE</strong>: Best practices recommend that you set permissions for Roles -- and then use these permissions if you want custom overrides.</p><div class="embedExternal embedImage display-large float-none"> <div class="embedExternal-content"> <a class="embedImage-link" href="https://us.v-cdn.net/6030677/uploads/QCV0LADQNX82/kb-permissions-2.png" rel="nofollow noreferrer noopener ugc" target="_blank"> <img class="embedImage-img" src="https://us.v-cdn.net/6030677/uploads/QCV0LADQNX82/kb-permissions-2.png" alt="KB Permissions 2.png" height="474" width="1016" loading="lazy" data-display-size="large" data-float="none"></img></a> </div> </div> <ol><li>On the <strong>Permissions</strong> tab slide the toggle to the right to enable custom permissions.</li><li>Use the dropdowns that appear to select Roles as:<ul><li><strong>Viewers</strong> - The selected Roles will be able to read, search, and react to all content <em>in this KB</em>. Roles that are not selected will not be able to access this KB.</li><li><strong>Content Creators</strong> - The selected Roles will be able to create, edit, and delete articles as well as create, organize, and delete categories <em>in this KB</em>. Roles that are not selected will not be able to create content in this KB.</li></ul></li></ol><p>š <strong>REMEMBER</strong>: These settings (overrides) are <strong>unique to this KB</strong>. They do not impact Roles' abilities and privileges in other KBs.</p><h2 data-id="additional-resources">Additional resources</h2><p>Click the link below to access a video expanding on what you learned in this article.</p><div class="js-embed embedResponsive" data-embedjson="{"body":"For more information, please see:","photoUrl":"https:\/\/us.v-cdn.net\/6030677\/uploads\/GXW21TRYG1JP\/share-imagevanilla-community.jpg","url":"https:\/\/success.vanillaforums.com\/kb\/articles\/449","embedType":"link","name":"G. Roles and Permissions [video] - HL Vanilla Community"}"> <a href="https://success.vanillaforums.com/kb/articles/449" rel="nofollow noreferrer ugc"> https://success.vanillaforums.com/kb/articles/449 </a> </div><p><br></p> </article> </main>