How to apply read and edit permissions to topics

Target audience

Core purpose

Overview

• If a user has access to a database, they can access all topics in that database.
• Access to topic descriptions and relationships can be restricted by applying Read or Edit rights.
• Read rights mean the topic name and description cannot be changed, but users can still:
  • Add relationships
  • Create matrices
  • Create reports
  • Publish directly from the topic
  • Copy or couple-copy the topic

Where rights can be applied

• All topics under the working area (yellow filing cabinet)
• All created versions (green filing cabinets) and imported versions (purple filing cabinets)
  Note: Only Read rights can be applied to versions.

Prerequisites

• User codes and groups must exist. See User Management and Group Management.
• Only administrators can assign users, groups, and security for topics. See Administrator Management.

How permissions work

• Rights are assigned per group.
• Users outside the assigned group can still see the topic but cannot view descriptions or relationships.
• Multiple groups can be assigned to a topic. If a user belongs to a group with Read rights and another with Edit rights, the user will have Edit rights.

Steps to apply read and edit permissions

1. Select the topic in the Topics pane.
2. Go to the Edit tab and click Properties, or press F4.
3. In the Properties window, select the Permissions tab.
4. Click Add to view all available groups.
5. Highlight one or more groups (use SHIFT or CTRL for multiple selection) and click Select.
6. Back in the topic properties window, highlight a group and click Change Permissions to toggle between Read and Edit rights.

To remove a group

1. In the Permissions tab, highlight the group.
2. Click Delete.

Additional permissions

• Access rights can also be applied to Matrix and Report definitions.
• If set to Read Only, definitions cannot be edited.
• To apply permissions to these objects, enable the Objects branch. See Topic Screen Options.