How to Set Folder Restrictions

Restricting a folder in your knowledge base allows you to control who can view or edit its contents, ensuring that only authorized users can access the folder page on which the restriction is imposed. This article provides step-by-step instructions on how to manage access for editors and viewers, helping you secure confidential information and control the visibility of specific folders in your knowledge base.

Here's how the folder page appears to restricted users and viewers:

Restricting folder access lets you:

• Secure sensitive content: Limit folder access to specific users or groups, ensuring confidentiality.
• Organized management: Streamline folder management by controlling who can view or edit specific folders.
• Customizable rules: Create custom conditions based on user roles, device types, or other parameters for enhanced control.

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.

• Ensure "Rules and Conditional Logic" is turned off.

• 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: Turn on the "Rules and Conditional Logic" using the toggle.

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 your users' preferred language, 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: Select this option to ensure content relevance and security when you want to determine which folders are visible to users based on Single Sign-On (SSO) parameters.

• 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 folder's creation date, 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 folder's last modification date, using conditional rules for precise control.

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

That's all about restricting folder access. If you encounter any issues or have any questions, you can reach out to our support team.