I am trying to set up the following access rights for most of my basic users:
only access to certain Q&As, not the entire library
able to see and duplicate any saved Q&As created by other users
The library contains a bunch of WIP and outdated documents, Q&As and Clauses, which should not be used. I have created quick-links on the homepage to the most current versions, but would like to block library access if possible.
On the other hand, I want User A to be able to continue working on a Q&A originally created by User B.
From what I can tell, the “Users>[Name]” Folder is always private. Is there a way to change this?
There are (at least) three possible solutions that I see in this case:
Create a separate group with its own library (e.g. “Advanced users”) where any work in progress, out-of-date or testing materials are stored to avoid having to shut off parts of the general library which can then be used for finalised and up-to-date templates and clauses
Limiting basic legal users’ access to specific folders in the general library where (i) finalised templates/clauses are accessible; and (ii) they can store/edit saved answer sets (both their own and other users’). This can be done (using a combination of separate groups and access bundles)
Making all personal folders publicly accessible, which can again be done by editing all of the relevant access bundles.
The first and third solution I think are fairly self-explanatory. The second solution might require some further explanations:
First you will have to create two groups:
One group of basic legal users whose access will be restricted to the folder(s) you explicitly grant them access to; and
One (or more) group(s) of users who should still retain full library access (as legal engineers, admins,…)
Then configure the general organisation’s library access bundle so that “All users” of your organisation can no longer use, edit or create anything there. Do grant the relevant use/edit/create rights to the advanced users/… group(s).
Create two new access bundles:
One granting use rights to the group of basic legal users which will be assigned to the folder(s) containing templates/clauses/… they should not be able to edit
One granting use/edit/create rights to that group of basic legal users which will be assigned to the folder where they will be storing saved answer sets (enabling them to freely use, create new ones and edit existing ones).
The final step is now to assign the relevant access bundles to the respective folders you want those basic legal users to have use/create/edit rights to. This can be done by editing the folder and assigning the correct access bundle here:
