Controlling user access in Swivle by setting up Rules

Controlling the access that users have to the files in Swivle is done by setting up one or more Rules.

This article explains how this is done.

Before you start

Note that setting up rules can be a complex process.

You might benefit from first creating an overview (on paper or in a spreadsheet) of all users and user groups and which type of access you want to grant them.

Keep the following in mind:

• Rules can only be assigned to groups. When a rule is applied to a group, it affects all users assigned to that group. When ‘individual’ user permissions are needed, a group with the same rules and permissions should be created so that the individual users can then be added to this group.

• Applying Rules affects the time it takes to perform searches and retrieve search results. The higher the number of Rules assigned and the more complex they are, the more the search performance is affected.

• In the Brand portal, folders appear as Categories: links that can be clicked. Because the folder name is used as the name of the Category, make sure that descriptive folder names are used as much as possible. Grant or deny folder access to each user or user group as needed so that only links appear of locations that the user is allowed access to.

Setting up a Rule

Rules are created in the Management Console on the Group permissions page.

Info: See also this Example of setting up Permissions and Rules in Swivle.

Step 1. In the Management Console, access the Group permissions page.

Step 2. Select the group you would like to create a rule for.

Step 3. On the Group type tab, choose the type of group that should be created:

• Content Consumer
• Content Manager
• Admin

Note: These groups are established within the WoodWing Identity Service. Adding or removing groups can be managed there.

Step 4. Access the Rules tab and at the bottom of the list of Rules, click the +-button.

Figure: The Rules tab on the Groups page (1) and the +-icon for adding a Rule (2).

The New Rule dialog appears.

Step 5. Enter a descriptive name for the rule.

Step 6. Add a folder path and / or metadata query which will be applied to the rule. For more information on queries, see Fine-tuning your searches in Swivle by using queries.

Step 7. Click Next to go to the Permissions tab.

Step 8. Do the following:

• Click the +-sign to add users or groups to the Rule, click the – -sign to remove them.

• For each user or group, select a check box to assign a permission or clear a selected check box to remove a permission. For more information, see Swivle file permission types explained.

Step 9. Click Save to save your rule.