Who sees what
Workspace, Shared and Private pages, access per page and per person, pages inside that follow, public links, putting pages on the web, and moving pages between areas.
Three areas
- Workspace - the whole team. By default everyone with a Knowledge role can edit a new top Workspace page (Settings can make it read-only for everyone but you).
- Shared - only the people you add.
- Private - only you. Nobody else ever sees your Private pages - not even Admins.
Access per page
Open a page and press Share.
- Everyone with Knowledge (Workspace pages) - Can edit, Can read or No access.
- Add a person - give one person their own access. A person's own line wins over "Everyone": for example, everyone can read, but two people can edit; or nobody sees it, except HR.
- Same people as the page above - pages inside a page follow it. Turn this off to give a page its own access.
Press Save access. People you add are told in the bell and by email.
Who can change access: Admins and Editors, and the person who made the page - if they can edit it.
Some rules always hold:
- Admins can always reach Workspace pages (not Private ones).
- Viewers only read and comment, whatever a page says.
- A locked page (More > Lock) can't be changed by anyone until someone who can edit unlocks it.
Public links
On Standard and up, Share > Make a public link: anyone with the link can read the page - and the pages inside, if you tick it - without signing in. Pick an end date if you like. They can't edit, comment or see live data. Turn a link off at any time with the × next to it; Share shows how often each link was opened.
Pages inside with their own closed access are never part of a public link.
Pages on the web
On Professional and up, Editors press Share > Put on the web. The page (and the pages inside it) gets a web address search engines can find, and joins your knowledge base list on the web. With Ellibo Website, add the Knowledge base section to any page of your site to show them there.
Settings > Pages on the web sets the list's heading, your colour and logo, whether search engines may list the pages, and Google Analytics (after visitor consent).
Moving between areas
Drag a page in the tree, or More > Move to...:
- Moving a page into Private makes it (and the pages inside) yours alone; only an Editor or the person who made it can do this.
- Only the owner can move a Private page out.
- A page that followed the page above keeps the same people when it becomes a top page.