What the Private function does
The private option:
- Lets you force users to log on to read items
- Allows you to restrict who can read items
- Allows you to restrict who can edit or upload items.
It works for articles, files and news items, and can be applied at individual item level and at category level.
Using the Private function
Force users to log on
If you mark an item as private read and do not assign roles:
- Users must log on to read the item
- Any user who is logged on can read it
- In the Public area users will not see the item until they are logged on
- In the Admin area all users will see the item.
If you mark an item as both private read and private write and do not assign any roles:
- Users must log on to read the item
- Users who are not logged on cannot see the item.
Restrict read access
If you mark an item as private read and do assign roles:
- Users must log on to read item
- Only users who belong to the nominated role can read the item
- In the Public area, users who do not belong to the nominated role cannot see the item
- All users in the Admin area can see the item.
Restrict write access
If you mark an item as private write and do assign roles:
- All users can read the item
- Only users who belong to the nominated role can create, edit or update the item
- For articles, users will not see Edit Article and Quick Edit options in the Public view if they do not belong to the correct role
Note that if you mark an item as private write and do not assign roles:
- All users can see and read the item
- All users logged in to the Admin area with appropriate privileges can edit the item.
Restrict both read and write access
If you mark an item as both private read and private write and do assign roles:
- Users must log on to read the item
- Only users who belong to the nominated role can see or read the item
- Only users who belong to the nominated role can create, edit or post the item
- In the Public area, users who do not belong to the nominated role cannot see the item
- In the Admin area, users who do not belong to the nominated role cannot see the item
Note that private items work in conjunction with privileges. A user who does not have, say, author privileges, will still not be able to create articles even if they are assigned to a role that allows them access via private write.
Set up private read, write, and unlisted
To restrict whole categories:
- Edit the article category.
- Choose Private Read if you wish to restrict who can read the articles in this category or force users to log on to read the articles. Choose Private Write if you wish to restrict who can create or edit articles in the category. Choose both Private Read and Private Write if you wish to restrict both reading and writing articles in this category.
- This brings up another option, Access for assigned roles only.
By default, this is set to None, which means that users must log on to read articles in this category, but anyone can read them once they have logged on.
- Select which roles users must belong to in order to read or write articles in the category.
- Click Save.
To restrict access to a single article:
- Edit the article.
- Click on the Advanced tab.
- Choose Private Read if you wish to restrict who can read the article or wish to force users to log on to read it. Choose Private Write if you wish to allow everyone to read the article but only writers in a specified role to edit it. Choose both Private Read and Private Write if you wish to restrict both reading and writing the article.
- This brings up another option, Access for assigned roles only.
By default, this is set to None, which means that the article is private, but all users can read it once they have logged on.
- Select which roles users must belong to in order to read/write the article.
- Click Save.
To make a single article unlisted:
- Edit the article.
- Click on the Advanced tab.
- Choose Private Unlisted if you wish to make the article available only for users who has a link to it.
- Click Save.
- In the Details section, you can copy a link for opening or downloading the article, and then give the link to a user.
