How to Set Folder Restrictions

Set folder restrictions in your knowledge base to control access to specific folders. This help article provides step-by-step instructions to help you manage access for editors and viewers within your folders.

Here’s how the folder URL appears to restricted users and viewers:

Restricting folder access lets you:

• Secure confidential information by limiting access to authorized individuals.

• Organize and manage your knowledge base effectively by controlling access to different folders.

• Define conditional rules for folder access based on specific criteria.

In this article, you will learn:

1. Enabling the Folder Restrictions

2. Setting Rules and Conditional Logic

How to Enable Folder Restrictions

Step 1: Log in to your ProProfs Knowledge Base account.

Step 2: Access Folder Restrictions:

• In the Table of Contents (TOC), click the gear icon next to the folder title.

• Select "Restrictions" from the dropdown menu.

Step 3: Restricting Editors

• In the Folder Restrictions window, select the Editor(s) who should have access to the folder.

• Set "Rules and Conditional Logic" to Inactive.

• Save your preferences.

For example, if you want only the specific user(s) to edit a particular folder, choose the relevant users from the list.

Step 4: Restricting Viewers

• In the Folder Restrictions window, select the Viewer(s) who should have access to the folder.

• Set "Rules and Conditional Logic" to Inactive.

• Save your preferences. 

Let's say you want only the concerned user(s) to view a specific folder. Choose the required users from the list.

Setting Rules and Conditional Logic

This option lets you control who can view folder based on criteria like device, language, URL parameters, SSO, user roles, and creation/modification dates.

To Activate the Rules and Conditional Logic

Step 1: Set "Rules and Conditional Logic" to Active.

Step 2: Choose "Enter your own rules using the logic builder."

Step 3: Map the conditions and add multiple conditional logic by clicking the "+" button.

Step 4: Select the action for the restriction condition you've set.

Step 5: Save your preferences.

Here are brief explanations of when to use each of the folder restriction options:

• Viewing Device: Use this option when you want to control who can access your content based on the type of device they are using, such as mobile or desktop.

• Site Language: Choose this option when you need to restrict content access based on the preferred language of your users, ensuring a language-specific experience.

• URL Parameter: Utilize this option when you want to show or hide specific folder for certain users by adding custom URL parameters and tailoring content delivery.

• SSO Parameter: When you want to determine which folder are visible to users based on Single Sign-On (SSO) parameters, select this option to ensure content relevance and security.

• User Roles: Opt for this option to restrict access based on user roles, allowing certain roles like admins or editors to view specific content.

• Created On: If you want to control access based on the creation date of folder, use this option to define conditional rules like before, after, on, or not on a specified date.

• Last Modified: Select this option when you need to restrict access based on the last modification date of folder, using conditional rules for precise control.

You've successfully enabled folder restrictions in your knowledge base site.