Read and Write Permissions

If you are an Administrator, you can manage read and write permissions to restrict user groups from reading and writing to folders, maps, and files.

User Roles

Heretto CCMS includes two general types of user roles (Administrator and non-Administrator roles). For more information, see User Roles, Permissions, and Privileges.

Administrators can permit or deny user groups to read and write:

Folders (including or excluding subfolders)
Maps (including or excluding map dependencies and resource-only files)
Files

Note:

If you are unable to change the read permissions for a given file/folder, contact your Customer Success Manager.

Permission Types

There are two permission types that determine what a user group can do with a particular folder, map, or file.

Read Permissions

If you don't have permissions to read a resource, you:

Cannot see or access the resource in the Content Library
Cannot branch, release, edit, and run reports on the resource
Cannot see the resource in the Activity interface
Cannot access the resource through a WebDAV connection (for example, while using Oxygen)
Can publish the resource but its content is replaced with restricted access notification in the output
Can only see restricted link text of the links that lead to the resource

Write Permissions

If you don't have permissions to write to a resource, you cannot:

Edit the resource in the Content Editor or Source Editor
Edit the resource metadata
Manage the resource in the Content Library (for example, move, lock, or rename the resource)
Edit the resource through a WebDAV connection (for example, while using Oxygen)
Update the resource locales

Permissions Management

In the Content Library, Administrators can assign the read and write permissions to a single or multiple resources.

Tip:

If you want to set permissions for child folders, map dependencies, and resource-only files appended in a map, you can do that only through the Bulk Change window. To do so, right-click a map or a folder and select Bulk Change > Permissions.

folder permissions change — Figure 1. Folder Permissions Change

bulk permissions change — Figure 2. Bulk Permissions Change

permission indicator — Figure 3. Read and Write Permissions Indicator.
In the Content Library, the Permissions button corresponds to the resources with read and write permissions assigned.

Considerations

By default, all users have access to the entireContent Library.
If you apply multiple access rules, the first rule takes precedence over the rest of the rules. For example, if a user is denied permissions by the first rule but is also granted permissions by the second rule, the user would be denied permission because the first rule takes precedence.
Administrators can be restricted from accessing folders, maps or files just like regular users. However, Administrators can add themselves to user groups that have access to a particular folder, map, or file at any time.

Set Permissions for Folders or Files

Administrators can deny user-groups the permissions required to open or edit files, maps, and folders.

Add a user group. See Add Groups.

Tip: After setting permissions that deny access to a user group, administrators can grant more granular access permissions, to a subset of content objects, for that user group.

In the Content Library, choose the resources that you want to edit permissions for by doing one of the following:

Option	Description
To set permissions for a single resource,	right-click the folder, map, or file and select Set Permissions.
To set permissions for a folder and subfolders,	right-click the folder, and select Bulk Change > Permissions.
To set permissions for a map, map dependencies, and resource-only files appended to the map,	right-click the map, and select Bulk Change > Permissions.
To set permissions for multiple resources (including subfolders, map dependencies, and resource-only files),	do the following: Select the folders, maps, and files. Right-click any selected resource. Select Bulk Change > Permissions.

Include or exclude the related resources by doing any of the following:
1. To include the subfolders, select the Include child folders check box.
2. If you don't want to include the dependencies of a given map, like its child topics and submaps, clear the Include dependencies check box.
  
  Important:
  The Include dependencies option only includes the direct dependencies of the map. It does not include binary files (non-text files like images) present in the map.
3. If you don't want to change the resource-only files in a map, clear the Include resource-only files check box.
  
  Tip:
  For example, the resource-only files are your warehouse topics that have the @processing-role="resource-only" attribute assigned to their <topicref> elements. They are appended in a map but are not included in the output.
4. If you want to include all map dependencies, including its indirect dependencies and binary files (non-text files like images), select the Include all dependencies check box.
Add an access rule by doing the following:
1. Click Add New Rule.
2. From the Select group drop-down menu, select a group.
3. From the Allowed drop-down menu, select Allowed or Denied.
  
  Note: Selecting Allowed only provides more granular access to files when there are more broad Denied permissions already applied to a parent-resource of the file you are applying this permissions rule to. By default, all users are allowed access to files based on their user-type.
4. If applicable, check the Write Access checkbox.
5. If applicable, check the Read Access checkbox.
Figure 4. Access Rule Example
If you want to add more rules, repeat 3.
Click Save.

In the Content Library, the Permissions button appears next to resources with read and write permissions assigned.

Gretyl's Portal

Heretto Help

Read and Write Permissions

User Roles

Permission Types

Permissions Management

Considerations

Set Permissions for Folders or Files

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