Understanding Intranet Permissions and Content States

Posted by Corey Krall at Jun 06, 2012 05:10 PM |

The Web Development Center made changes to make viewing intranet content easier. Authenticated users now have the ability to view Intranet content, but not have the ability to see "Private" content without having to set permissions in the "Sharing" tab.

Intranet Permissions

Changes have been made to how permissions for Intranet content works. Before, the only way to allow anyone to see intranet content (when the Intranet workflow policy has been activated for a selected website or section) was to set "logged-in users" with the "view" permission from the "Sharing" tab. When setting permissions this way, authenticated users were also able to see "Private" content, which may not be intended. Without that permission set, people were experiencing the infamous "insufficient privileges" error message.

The Web Development Center made changes to make this process better. Now, you no longer have to set "view" permissions in the "Sharing" tab to allow logged-in users to view intranet content. Authenticated users will now have the ability to view Intranet content, but not have the ability to see "Private" content. If you wish to grant permissions for selected users to view "Private" content, the "view" permission in the "Sharing" tab will work as usual.

The bottom line? You no longer have to worry about setting special permissions for Intranet content. For those managing Intranet content, please review your permission settings in the "Sharing" tab to make any simple adjustments necessary (un-checking the "view" permission for logged-in users).

Intranet Content States

Intranet content has slightly different "states" than regular internet or public content. Below covers the basic states for folders and pages.

Folders

When you create a folder, it's default state is "internal draft." The folder content type only has two intranet states:

  • "Internal Draft"
  • "Private"

Pages

When you create a page, it's default state is "internal draft." The page content type has four intranet states:

  • "Internal Draft"
  • "Internally Published"
  • "Externally Visible"
  • "Private"

In order to make an intranet policy page "externally visible" the state must first be set to "Internally Published." Retracting an "Internally Published" page sets the state to "Internal Draft." Retracting an "Externally Visible" page sets the state to "Internal Draft."