For those requiring more granular permissions on Resources than the Folder level option, the Select Field Permissions feature enables Filter Level Permissions. This means that you can restrict a Group's visibility to only access Resources that are tagged with specific values.
A group exists called External Users. All Resources they need to be able to access are tagged with a Filter value called "Publicly Available". Once this feature has been configured, those users in the External Agency group will now only be able to see Resources that have that 'Publicly Available' filter value applied.
Accessing your Select Field Permissions Settings
This feature can only be accessed by users with Admin permission on the Resources module. Once enabled on your platform (ask your Customer Success Manager to organize access to this feature if you do not have it) and you have created Filters, you can then setup the Filter permissions.
1. Go to your Resources home page
2. Click the More icon at the top right of the page (next to the Add button) and then the Manage Metadata option that appears.
3. Click the Select Field Permission action in the Side Panel that appears.
You can see how to complete the above steps in the gif below:
Creating your Select Field Permissions
A few things to note before creating the permissions:
- Select Field Permissions override Folder permissions
- If a user belongs to multiple groups, and one of those Groups has permission to see the value (or no restriction applied), then the user will see the value.
- If you enable a high number of values in your restrictions you may see an impact on the performance. This is due to the additional permission checks that need to be performed.
Selecting the Filter
Once you load the Select Field Permissions view, you will be able to view the Filters you have already set permissions on. If you have not set any, you will see an option to Select a field, which contains a dropdown of all Filters available on the Resources module, as shown below. Currently you can choose up to 3 Filters to apply permissions too. If you wish to increase this number, please contact your Customer Success Manager.
Once you select a Filter, click the Add Field button. The Side Panel will update and you will see the name of your selected Filter at the top of the Page.
Adding Restricted View Permissions
Once the select field is added, you can now assign the relevant View Permission Restrictions. Once you've clicked the Add Restricted View Permission button you will see two fields, 'These Groups' and 'Can only see items tagged with these values'.
The Groups field will display all Groups within your platform. The second field will display all Filter Values from the selected Filter.
Select the Groups that will only be able to see items tagged with a specific Filter value; and then select that value. For example, you might want to restrict two groups; Agencies and External Users, to only see items tagged with the Filter value 'Publicly Available'. In that scenario you would follow the steps demonstrated below:
If you want to add another restriction, for instance you might want all other Groups to only see files tagged with the Internal Use Only value, simply add another View Restriction and apply the relevant values. You can select as many combinations for 1 Filter as you wish. Note though, that the more values you select the slower your Resources area may become due to the increased amount of permission checks that need to be made.
Click the Save button at the bottom of the side panel. Once this happens, your Resources view will refresh and all affected users will be restricted by the permission's set. E.g. In the scenario demonstrated above, all users in the Agencies and External Users groups will now only be able to see Resources that have been tagged with the Publicly Available filter value.
Adding Multiple or Updating / Deleting Select Field Permissions
To add Multiple Filter-based permissions, simply select a new Filter and Click the Add field button, following the steps above.
You can Delete or Update existing field permissions at anytime, by clicking the Edit or Delete icons. This can be done either to the whole Select Permission level or to individual values.
To find out more about Select Field Permissions or to get it enabled on your platform, please contact your Customer Success Manager.
Please note that the Resources terminology referenced above may appear as another name in your platform as these are customisable terms. You can see examples of what terminology may appear on your site here.