In our previous blog posts we have described the Confluence Server level access and Space access and will focus on page level restrictions in this blog post. You can get lots of benefits while knowing a few simple tricks about page restrictions.
What are page restrictions and why should I use it?
According to Atlassian, page restrictions allow you to control who can view and/or edit individual pages in a space. For example, if you’re working on a page that shouldn’t be viewed by just anybody, it’s easy to lock it down to the people who need to use it. You can add restrictions for individuals or for Confluence groups.
If you wonder why you should use page level restrictions, then it varies from one use case to another. For example, you can let some of the content in your space be edited by one user while another part of the content is just read-only for him. You can even have “published and approved Quality Management System documents” in the same space with “drafts of new templates/SOP-s”. While the drafts are visible only to the people who are working on those documents and “Approved QMS” can be viewed by anyone, then they can be Edited only by a limited set of “approvers”. If you keep all QMS related content in one Space, then the entire information architecture inside Confluence will be much cleaner and easy to understand.
Figure 1. QMS Space content can have different access rights depending on the page
Few facts on how the page restrictions work:
- Page restrictions don’t override a user’s space permissions. For example, if you say a user ‘can view’ a page in the restrictions dialog and they don’t have ‘view’ permissions for the space, they won’t be able to see the page.
- View restrictions are inherited, which means a restriction applied to one page will cascade down to all its child pages.
- Edit restrictions are not inherited, which means pages need to be restricted individually.
How do I set up Page Restrictions?
First you will need space level permission to manage page restrictions. The permission is called Restrictions and it has to be checked!
Figure 2. Space permissions – Restriction permission
In order to set a restriction to a specific page you will need to locate the Lock icon on the top of a page:
Figure 3. Where do I find page restrictions?
If the page has some restrictions, the lock is red and locked. Otherwise you can select the necessary restrictions (viewing restrictions and/or editing restrictions) and assign it to the users or usergroups as needed.
On the image below, we have illustrated a situation where:
- User Admin can view and edit the page;
- Everybody who belongs to the confluence-users group can view the page (and cannot make changes);
- All confluence-administrators can also view the page and edit it;
- Who is Everyone? Everyone means all the people who can view the page by default – cannot see it!
Figure 4. Page permissions – an example
To summarize, be sure to organize the content of your space(s) together with its access to make everything simple and easy to find. Sometimes it’s good to use page level access restrictions, and sometimes the space level is better. There is no golden rule when to use one or the other since every organization and situation is a bit different. But it is most important to know all of the options and recognize the correct one as needed!