Managing Article Permissions on the Post Level
Managing article permissions on the post level lets administrators share individual posts to users, user groups, and security roles. When this feature is enabled, the "View" and "View & Comment" options will no longer be available in the Article Type level Share dialog. Only contributors and publishers can be specified at the article type level, while view and comment permissions are managed at the individual post level.
Feature Activation
This is an optional configuration that changes how permissions are managed throughout the Articles module. Once enabled, permission management shifts from the article type level to individual posts for viewing and commenting access.
Requirements
To manage article permissions on the post level, you must have:
- Administrator System Role permissions
Understanding Post-Level Permission Changes
Article Type Level Changes
When post-level permissions are enabled, Article Type sharing is simplified:
- View and View & Comment permissions are no longer available at the article type level
- Only Contribute and Publish permissions can be assigned to Article Types
- Base access levels still determine who can discover and access the article type
Post Level Control
Individual posts gain granular sharing controls:
- View permissions are managed per post
- View & Comment permissions are managed per post
- Administrators can share specific posts with targeted audiences
- Each post can have different sharing configurations
Configuring Article Type Permissions
Setting Up Contributors and Publishers
- Navigate to the Setup Home page
- Click Create > Articles
- Select the Article Type you want to configure
- On the top right of the screen, click Actions
- Click Share
Base Access Configuration
- If the Article Type sharing has not been previously configured, it will show as "Private"
- Click the Edit icon beside the privacy status
- Select one of the following base access options:
Public on the Web
- Anyone on the Internet can find and access the article type
- No sign-in required for discovery
- Individual posts still require specific sharing for access
All Users
- All employee and community users can access the Article Type
- Provides broad internal access to portal users
All Employee Users
- Anyone in your company can find and access the Article Type
- Restricts discovery to internal employees only
- Click Done
Adding Contributors and Publishers
- In the search field, add users, user groups, or security roles for content creation permissions
- For each entry, select the appropriate permission level:
Contribute
- Users can write and publish their own posts in the Article Type
- Cannot edit posts created by other users
- Suitable for content creators
Publish
- Users can write, edit other users' posts, and publish content in the Article Type
- Full editorial control over all content within the article type
- Suitable for content managers and editors
- Click Done to save the configuration
Managing Individual Post Permissions
Sharing Specific Posts
- Navigate to the Setup Home page
- Click Create > Articles
- Select the Article Type containing the post
- Click the Actions dropdown arrow next to the specific post you want to share
- Click Share
Configuring Post Access
- In the search field, add users, user groups, or security roles for post access
- For each entry, select the appropriate permission level:
View
- Users can only view the specific post
- Read-only access to the content
- No commenting capabilities
View & Comment
- Users can view the post and add comments
- Enables engagement and feedback on specific content
- Cannot edit the post content
- Click Done to save the post-specific sharing settings
Strategic Implementation
Use Cases for Post-Level Permissions
Sensitive Content: Share confidential posts with specific users while keeping the article type broadly accessible
Targeted Communication: Distribute announcements or updates to specific audiences within a larger article type
Beta Content: Share draft or preview content with select reviewers before broader release
Customer-Specific Information: Provide account-specific content to individual customer organizations
Permission Strategy
Article Type Setup: Configure broad contributor and publisher permissions at the article type level for content creation workflow
Post-Level Granularity: Use individual post sharing for precise audience targeting and sensitive content distribution
Audience Segmentation: Leverage User Groups and Security Roles for efficient permission management across multiple posts
Best Practices
Implementation Planning
- Content Strategy: Plan which content needs post-level control versus article type-level access
- User Training: Educate content creators about the new permission model
- Workflow Design: Establish processes for post-level sharing decisions
Permission Management
- Consistent Approach: Develop standards for when to use post-level versus article type-level permissions
- Regular Review: Audit post-level permissions to ensure they remain appropriate
- Access Documentation: Maintain records of why specific posts have restricted access
Security Considerations
- Least Privilege: Grant minimum necessary access at both article type and post levels
- Sensitive Content: Use post-level permissions for confidential or sensitive information
- Public Content: Ensure publicly accessible article types have appropriate post-level controls
Integration with Existing Features
Relationship to Other Systems
Approval Workflows: Post-level permissions work with existing approval processes
Version Control: Permission changes are tracked when version control is enabled
Subscriptions: Users only receive notifications for posts they have permission to view
Search and Discovery: Search results respect both article type and post-level permissions
Module Interactions
AI Tools: Only posts that users have permission to view are included in AI training and responses
RSS Feeds: Feed content reflects permission restrictions at both levels
Comments: Comment visibility follows post-level view and comment permissions
Troubleshooting
Common Issues
Users Cannot See Posts: Verify both article type access and individual post sharing settings
Missing Permission Options: Confirm post-level permissions feature is enabled by Magentrix Support
Permission Conflicts: Review Security Role capabilities and User Group memberships
Content Discovery: Check base access levels if users cannot find the article type
Post-level permission management provides granular control over content access while maintaining efficient content creation workflows, enabling organizations to balance collaboration with appropriate security and privacy controls.
Jump to Articles Checklist
<< Sharing Article Types | Creating Posts >>