To protect your site, apply security to users. There are different levels of security. You might want some users to access everything and make changes to content, while others only need access to a few pages.
In this article, you'll learn:
1 How it works
A security profile is a list of permissions such as “Manage Libraries” or “Access Reports”. Each profile has different permissions turned on or off. A profile can be assigned to users, positions, departments, or teams. This means that if a user is assigned to a position that’s in a department and a profile has been assigned to that department, its permissions apply to the user because the user is associated to the department through the position, even if the profile isn’t specifically assigned to the user.
Your site comes with two default security profiles:
- Administrators Security Profile: for users like you who manage the site or create content.
- Regular Users Security Profile: for users who are only accessing the site to view content and perform tasks like taking an assessment or participating in a survey.
If a user has two profiles assigned to them (or associated to them through positions, departments, or teams) and one has a permission turned on but the other has that same permission turned off, the user will have the permission because enabled permissions override disabled permissions.
2 Manage permissions
To see which permissions are turned on in a security profile, click Security Profiles in the Administration menu and then click the shield icon beside the profile you want to view.
This opens the list of permissions so you can see what users with this profile have permission to do. To see the permissions assigned to another profile, click the Change Security Profile button and select a profile in the drop-down. To make changes, select or deselect checkboxes beside the permissions and scroll to the bottom of the page to click Save.
3 Assign profile
Click the Membership button on the Permissions page to open an overlay where you can assign users, positions, departments, or teams to the profile. You can also access the overlay on the main Security Profiles page by clicking the name of a profile.
Next to the Description tab in the overlay there are four tabs: Users, Positions, Departments, and Teams. Click one of these tabs and add a user, position, department, or team to assign the profile. Click Advanced Search on the Users and Positions tabs to speed up the process if there's a lot to add.
The other way of assigning a profile is opening any overlay in Organization and going to the Permissions tab. For example, if you’re in a user’s overlay, click the Permissions tab and add the security profile. Below the User’s Security Profile field, you'll see a convenient list of profiles assigned to the position, department, or team that this user is associated to. This is a great way to get a quick overview of a user’s security without switching between different pages.
4 Set default
When you create or import users, a security profile can be automatically assigned to them. To set this up, click Settings in the Administration menu and click Site under the General Settings category. Scroll to the Default security profile setting, select a profile like Regular Users to make it the default, and click Save.