How to Manage Roles & Permissions
In a Knowledge Base portal, roles and permissions determine how much access users have to the content and features available on the site. With ProProfs Knowledge Base, you can assign different roles to different users, which can help ensure that the information within the portal stays accurate and reliable.
Each role comes with its own set of permissions, which decide what the user can or cannot do on the portal. For example, an editor has more power and can create, edit, publish, or delete articles, while a contributor can only create and edit articles.
Pre-defined roles & permissions in ProProfs KB:
| Roles | Permissions |
|---|---|
| Administrator | Access to all features and settings; can create, edit, and delete pages; can manage user roles and permissions; can manage KB settings and customization. |
| Editor | Can create, edit, and delete pages; can publish and manage pages, but cannot change settings. |
| Contributor | Can create and edit pages, but cannot publish or delete them; cannot access settings. |
| Viewer | Can only view content, cannot make any changes; useful for private sites. |
| Group Admin | Can view the users in their group and their roles and status but cannot make changes. |
| Custom Roles | User-defined roles with customizable permissions can be created to fit your specific needs. |
Here's the permissions chart for each role:
| Permissions | Administrator | Editor | Contributor | Group Admin |
|
Add New Folders |
|
|
|
|
|
Delete folders |
|
|
|
|
|
Edit Folders |
|
|
|
|
|
Add Pages |
|
|
|
|
|
Edit Pages |
|
|
|
|
|
Publish Pages |
|
|
|
|
|
Delete Pages |
|
|
|
|
|
View All Pages |
|
|
|
|
|
Add Tooltips |
|
|
|
|
|
Edit Tooltip |
|
|
|
|
|
Delete Tooltip |
|
|
|
|
|
Access Settings |
|
|
|
Having roles and permissions for a Knowledge Base portal offers several benefits, such as:
-
Increased security: By assigning different roles and permissions to users, you can control who has access to sensitive information and features on the portal, which helps protect against unauthorized access.
-
Improved efficiency: Roles and permissions can help streamline the workflow and ensure that the right people complete tasks at the right time. This can help increase productivity and reduce errors.
-
Better accountability: By assigning specific roles and permissions to users, tracking who is responsible for particular tasks and actions on the portal becomes easier. This can help with accountability and transparency.
-
Flexibility: Roles and permissions can be customized to fit your organization's or team's specific needs. You can create roles aligning with your workflow and business processes, giving you greater control over the portal's use.
Here's how you can configure site access:
When adding/editing users, you can select which sites they can access. You can allow access to all sites (1) or select/unselect the box (2) to allow/restrict access to that site.
