Management permissions define editing and publishing rights for a user segment of agents. You apply management permissions to an article to determine agent editing and publishing rights for that article. The following options are available, but vary according to plan:
- Managers enables only Guide admins to edit and publish the article. This option is selected by default on new articles.
- Editors and publishers (Enterprise plans only), enables all agents and admins to edit this article but only admins can publish the article. This option appears only if it's been activated.
- Custom management permission enables specific user segments to edit and publish the article.
Depending on your account, you might also have an Agents and managers management permission pre-generated for you.
You apply permissions at the article level, not the section level. Guide admins can apply any management permissions to an article. Agents can apply only the management permissions they belong to.
Management restrictions do not apply to Guide admins. Admins can edit and publish all knowledge base content, regardless of the management permissions.
- In your
help
center, navigate to the article where you want
to
change
management
permissions, then click Edit article in the top menu
bar.
Alternatively, in Guide, click the Manage articles (
) icon in the sidebar, then select an article from an article list to open it in edit mode.
- (Enterprise
plans
only)
Click Article settings at the bottom of the sidebar.
- Under Managed By, click the drop-down arrow, then select
management
permissions
to determine which agents have editing and publishing rights for this
article.
You can choose a pre-built option or a custom management permission (see Creating management permissions to define agent editing and publishing rights). Custom management permissions are not available on Suite Team.
Guide admins can apply any management permissions. Agents with management permissions can apply only the management permissions they belong to. Agents who do not have management permissions on the article cannot change this option.Note: If you are on an Enterprise plan, then agents must have publish permissions on this article to change management permissions for the article. Agents with only edit permissions on this article cannot change the management permissions. - Click Save.
11 Comments
I'd like to request the ability to have more granularity with who can manage areas of the Guide, in general.
We have different groups setup in the system with their own content under multiple topical sections. In order for them to be able to move, edit and delete their articles, they have to have complete access to the Guide. By doing this, they have access to edit code (HTML, CSS, & JavaScript). Frankly, considering some of the users in there, this scares the hell out of me!
I really need the ability to separate "Arrange Content" and "Customize design" agent access in the Guide.
Thanks!
Hey Todd -
Thanks for the great feedback. I think our Product Managers would like to read about it, but they don't scan all of the comments of our Knowledge Base articles - I encourage you to re-post this comment in the Product Feedback thread "Additional Guide Manager Permissions" where they'll see it. Let me know if you have any questions on that!
Thanks Nicole. I did. :)
Great, thanks, Todd!
Hi
Two questions:
Hi David,
Thanks!
Thanks Ryan
I'll take a look at both.
Hi,
It seems that permissions only apply to existing articles. that all works great, but we also publish new articles every day and with these new permissions it seems that just everybody can add new articles in any category and section.
We want our agents (not marked as guide managers) to be able to publish in one category/section, but not in the other.
I know about the EAP program for Content Management, but we seem to be on a "Guide Legacy" plan while we have an "Enterprise" plan for all our other products (Support & Chat). We were told that we have to pay for the feature in the end, so enabling this EAP would be risky. What "plan" do I refer to to see what I can and cannot do? Professional or Enterprise?
Hi - what about edit/publish permissions by language? I don't want our Spanish agents to be able to edit the German versions of articles.
I can set "Managed by" permissions to a certain segment but the permissions apply to the entire article including all translated versions. Therefore, unless I'm missing something, I can't limit permission by language.
Any ideas? Has this been discussed or suggested before?
Hi,
Is there a way to change the default publishing settings? I.e. I'd like a specific group to auto-populate the "Managed by" field, "Visible to" field, and "Owner" field, instead of making those changes each time. Thank you!
+1 to being able to change the default publishing settings. In our space we publish many articles a day for various things and authors frequently forget to change the permission options, which leads to an article being published, but not actually visible.
Please sign in to leave a comment.