Documentation

How to change permissions to view & edit

How to change view & edit permissions

Use these instructions to change permissions for who can view and edit a page. When you change security settings on a page, all the subpages inherit those changes by default.

Change view & edit permissions

If you don't see the "View security" option, click "More Actions" below the "Add" button on the right, and the "View security" option will appear.
  • Step 1: Make sure you have edit permission on the page.
  • Step 2: Click "View security" on the right side to view current permissions.
6.5User7969ViewSecurity.png
  • Step 3: Click "Change" at the bottom of the list to bring up the "Security" pop-up box.
  • Step 4: Uncheck the box for "Inherit permissions from parent page" (only if the box is already checked).
6.5User7969ChangeSecurity.png
  • Step 5: Drag-and-drop names or Security Profiles between the three columns.
    • To select multiple consecutive names: Click on the first name, then hold the SHIFT key and click on the last name.
    • To select multiple non-consecutive names: Click on the first name, then hold the CTRL key and click on each name you want to select.
    • Once multiple names are selected, click on any of the selected names to drag-and-drop the entire selected group to another column.
    • Note: Each column overrides the permissions of the columns to its left. If a person is listed in the "View & edit" column that person will have full editing permission even if he or she is also listed in a Security Profile under the "View only" column.
  • Step 6: To find a name or group, start typing it in the search box to bring up matching names in all columns.
  • Step 7: Click "Save" to save your changes. (If you are in edit mode (see below) click "Done" in the pop-up before clicking "Save".) The pop-up box will close and the page will refresh with the updated security settings.

You can also change security settings in page edit mode

You can also access the security settings while you are creating or editing a page.
  • Step 1: Click "Edit" in the top right to go into edit mode.
  • Step 2: In the "Settings" section on the right, click "Edit" beside the word "Security". This will open the Security dialog, and you can then follow the above instructions starting at Step 4.
6.5User7969SecurityEditMode.png

Three security settings: No access, View only, View & edit

The Security Settings dialogue box has three columns, each with a specific purpose:
  • Profiles & people: A list of all intranet users and security profiles. Names here cannot even view the page.
  • View only: Permission to view the page and add comments, but can't edit it or attach files.
  • View & edit: Permission to edit, attach files, change security settings, move the page, etc.

People with no permissions on a page (those listed only under "People & profiles") will not even see the page listed in the navigation and they will not see any recent activity from the page. Those with permission to "View only" will be able to see the page, post comments on the page and see recent activity for the page. But they won't be able to attach files or edit the page in any way.

People with "View & edit" permission can change security settings, delete the page and change group settings on group pages. This may sound like a lot of permission to give colleagues, but most people are very responsible with their privileges to view & edit.

Hot intranet tip!

Default to open access

You may be surprised at how responsible your colleagues are (especially since every edit is attributed to someone). Instead of locking down sections, set permissions so any employee can edit. On the average page, most people never will edit and those who do will try to be helpful. Either people are fundamentally good, or the version control feature makes for good policing (maybe both).