Project Access for Contributors

ClickHelp lets you control which projects and publications a user account can see and work with. This applies to both Contributors and Power Readers. This article covers access management for Contributors.

Access options

Every Contributor account has one of two access levels:

  • All projects and publications — the user can see and access everything.
  • Selected projects and publications only — the user can access only the projects and publications you explicitly choose.

If a user doesn't have access to a project or publication, it simply won't appear for them:

  • On the Projects page — this also applies if the user has access to a publication but not to its parent project; the publication just won't be listed there (though it can still be opened via a direct link).
  • On the Reports screen.
  • In the portal settings.
  • In File Manager (folders bound to that project).
  • On the Locked Documents page — even topics this user locked themselves before losing access to the project.

Create a new Contributor with limited access

  1. Go to Settings → User management → Contributors.
  2. Click Create Contributor.
  3. Select the projects and publications this user should have access to.
    Setting access to projects and publication while creating a new Contributor
  4. Click OK.

Change access for an existing Contributor

  1. Go to Settings → User management → Contributors.
  2. Click Edit user's profile next to the account.
    Editing users' accounts in ClickHelp
  3. Select Roles and Permissions tab.
  4. Choose Selected projects and publications only, then select the projects and publications this user should access.
    Where to set access for an existing Contributor account
  5. Save the changes.

How access works for new projects and publications

Project

  • The contributor who created this project gets access automatically.
  • Users with All projects and publications access get it automatically too.
  • Users with limited access do not get access automatically — you need to grant it manually via Visibility & Access in the project settings.

Private or restricted publication

  • By default, a newly created publication gets the same access as the parent project (same users who can access the project can access the publication).
  • You can explicitly choose which Contributors get access by clicking Configure access when creating a publication.
    Configure access, select which contributors will have access to the publication
  • You can also change the access for an existing publication in the publication settings → Visibility & Access tab.