KB User's Guide - Documents Tab - Using IncludeDoc to restrict internal content

This document will show you how to create an internal document that is restricted to a subset of your internal users, and then shows you how to insert this document within a KB document so that only specific users will be able to access this data.

Restricting Internal Content

In some cases, you may want to publish a general document to an internal site, but have portions of the content viewable only by a subset of your internal users. While this is not possible within a single document, you can accomplish this by creating a separate document with the restricted content and feeding it into the document for general consumption.

  1. If you have not done so yet, create a User Access Group where the members are the users who should be able to view the restricted content. See KB User's Guide - Users Tab - User Access Groups and Limited Access Groups for a refresher on creating and managing User Access Groups.

  2. Create a document containing all the restricted content you wish to share with a select few people, i.e. the members of the User Access Group you created.

    • Set Search Priority to Exclude from search.
    • Click on + Show All Read Access - Select the appropriate UserAccess group(s).
    • SiteAccess - Select the appropriate SiteAccess, Internal/ or External.
    • Please know that if you select only select the Internal site in this  document (with the restricted information) and include this document for general consumption that is set to Internal/and or External Site 

    • Status - Set to Active
    • Click the Update button to save your changes.

    After activating the document with the restricted content, keep the document ID number handy as you will be needing it shortly.

  3. Next, begin creating another document for general consumption based on your KB group's workflow.

  4. On the document edit screen of the new general document, determine where you feel the restricted content fit best. Wherever in the doc body you'd like it to appear, type the document ID number of the restricted document, highlight that number and click on the IncludeDoc button.

    WYSIWYG Design Editor: includeDoc_WYSIWIG

    HTML Editor: includedoc_HTML

The end-result is that the restricted content will only appear to members of the User Access Group. All other users will see the rest of the document normally; the restricted section will simply not be visible. Please know that there will be no "gap" or blank space in the Live document for general consumption where you have used the IncludeDoc. 

IncludeDoc Chain

The "Includedoc Chain" can go up to five layers deep (so there is no infinite looping). When the depth limit is reached, the last layer of 'IncludeDoc'(s) is converted into 'LinkDoc'(s). Access permissions, 'LinkDoc' tags, 'Htmlentity' tags, etc. are all honored along the "IncludeDoc chain". Infinite loops are prevented without enforcing any depth limit.

See Also:

Keywords:restriction document restrict content hide section text internally readaccess user access group includeDoc chain levels   Doc ID:5236
Owner:Teresa A.Group:KB User's Guide
Created:2007-01-03 19:00 CDTUpdated:2016-08-29 16:33 CDT
Sites:KB Demo, KB Demo - Child Demo, KB User's Guide
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