How to Set Page Restrictions

Page restrictions enable control over who can view and edit specific pages in your knowledge base. Whether you're limiting sensitive information for a specific audience, this feature allows you to restrict access to specific users or groups, ensuring your content is only accessible to those who need it.

Here is how the restricted page appears in a knowledge base site:

Allowing Page Restrictions on specific pages lets you: 

• Protect sensitive information from unauthorized users
• Control edits to ensure accuracy & integrity
• Add employee-only internal notes
• Customize visibility for user groups. For example, add information for specific department users, such as showing some information just for sales or developers

In this article, you will learn:

1. Enabling the Page Restrictions

2. Setting Page Restrictions on Selected Content

3. Setting Custom Page Restrictions Using Rules and Conditional Logic

How to Enable the Page Restrictions

Step 1: Open your knowledge base site in logged-in mode.

Step 2: Access Page Restrictions:

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

• Select "Restrictions" from the dropdown menu.

Step 3: Restricting Editors:

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

• Set "Rules and Conditional Logic" to Inactive if you are not using any advanced conditions.

• Save your preferences.

Example: If you have specific team members or collaborators who should be able to edit this page, select their usernames from the list. This ensures that only authorized individuals can make changes to the content.

Step 4: Restricting Viewers:

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

• Set "Rules and Conditional Logic" to Inactive if you are not using any advanced conditions.

• Save your preferences.

Example: Select stakeholders or clients who should view the page.

To Set Page Restrictions on a Selected Content 

Step 1: Text selection and accessing Conditional Content

• Select the text you wish to restrict or display in your page editor.

• Click the down arrow in the toolbar, and select Conditional Content from the dropdown menu.

Step 2: Define Conditions

• Select the rules option.

• Choose "Any" or "All" from the dropdown based on your requirements.

• Define the condition.

• Set the action for the selected condition.

• Click the "Save" button to apply the rule.

Here’s how the applied condition highlights over the selected content :

Step 3: Click Save in the page editor to apply the changes.

Here's how the page appears to users when the above selected conditions are met:

How to Set Custom Page Restrictions Using Rules and Conditional Logic

This option lets you control who can view or edit pages 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. Once done, you'll have two options for setting rules: 'Enter your own rules using the logic builder' or 'Apply a rule set.' 

Step 2: To create custom rules, select the option 'Enter your own rules using the logic builder,' as indicated by the radio button.

Step 3: Define the Conditions

• Under 'Enter your own rules using the logic builder,' choose whether 'Any' or 'All' conditions need to be met for the rule to apply.
• Choose 'Any' for the rule to apply if any condition is met or 'All' for it to apply only if all conditions are met.
• Click on the dropdown menu to select the attribute on which you want to base the restriction.

Step 4: Defining the conditions and specifying the group

• After selecting the attribute on which you want to base the restriction, choose the condition for 'is' to define the relationship between the selected attribute and the value you will set next.
• Now specify the group to which this rule applies.

The screenshot below shows 'Sales' as the specified group. This means that the page will be shown or hidden based on whether the member viewing it is part of the 'Sales' group.

Step 5: Choose what should happen when the conditions are met by selecting an option from the 'Then' dropdown menu. Select the option "Show the page" to make the page visible to members of the specified group. Alternatively, you can set it to "Hide the page" if you want to restrict access.

Step 6: Once you have configured the rules and conditions to your satisfaction, click the 'Save' button to apply the settings. If you wish to discard the changes, click 'Close.'

Here are the brief explanations for when to use each of the page 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 pages for certain users by adding custom URL parameters and tailoring content delivery.

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

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

• Created On: If you want to control access based on the creation date of pages, 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 pages, using conditional rules for precise control.

You have successfully enabled the page restriction. If you encounter any issues or have any questions, feel free to contact our support team.