Novell Doc: Novell Vibe 3.4 Administration Guide - Controlling User Access in Workspaces

2.2 Controlling User Access in Workspaces

The access control settings on each Novell Vibe workspace determine who can see the workspace and how different types of users can participate in each workspace.

2.2.1 Controlling User Access to Personal Workspaces

Default Access Controls

By default, personal workspaces are created with the following access:

User or Group	Access Role	Role Description
Workspace Owner (user)	Administrator	Can create, modify, or delete workspaces or folders; moderate participation (modify or delete the entries of others); design entries and workflows; and can perform Participant tasks.
All Users group	Visitor	Has read-only and comment-only access.

Restricting Access to Personal Workspaces throughout the Vibe Site

You might want to set up your Vibe site so users’ personal workspaces remain hidden and confidential.

IMPORTANT:If you configure your Vibe site to hide users’ personal workspaces as described in this section, the following side effects occur:

Users cannot follow one another
Users are not displayed in the Personal Workspaces workspace
Users are not displayed under Personal Workspaces in the Workspace tree
User workspaces and user profiles cannot be found when performing a search (this means that users cannot search for and find other Vibe users.)

When you configure your Vibe site as described in this section, you should make these configuration changes before any users are added to your Vibe system. If users are added to your Vibe system before you make these configuration changes, you must manually adjust the access control settings for each user workspace, as described in Controlling Access in the Novell Vibe 3.4 Advanced User Guide.

Click the Settings icon in the upper right corner of the page, then click the Administration Console icon .
Under Management, click Workspace and Folder Templates.
Click User Workspace.
Click Manage This Target > Access Control.

The Configure Access Control page is displayed.
In the access control table, in the All Users row, deselect the check box in the Visitor column.
Click Save Changes.
Verify access before you start adding users to your Vibe system:
- Create a test user in the Vibe system, navigate to this user’s personal workspace, then click Workspace > Access Controls. Ensure that no check boxes are selected in the All users row.
- Navigate to the Personal Workspaces workspace by clicking the Workspace tree icon in the Action toolbar, then clicking Personal Workspaces. Click Workspace > Access Controls, then ensure that in the All users row the check box is selected in the Visitor column. If this check box is not selected, users cannot search for other users in the Vibe system.

For information on how to add users to your Vibe system, see Section 5.1, Adding New Users to Your Vibe Site.

Vibe users can adjust the access control for their personal workspaces, as described in Controlling Access in the Novell Vibe 3.4 Advanced User Guide.

2.2.2 Controlling User Access to Team Workspaces

By default, new team workspaces created under the main Team Workspaces directory are visible only to members of the team workspace. Following are the default access control settings for a team workspace:

User or Group	Access Role	Role Description
Workspace Owner (team creator)	Administrator	Can create, modify, or delete workspaces or folders; moderate participation (modify or delete the entries of others); design entries and workflows; and can perform Participant tasks.
Team Members	Team Member	Has all the rights of a Participant. In addition, can generate reports and manage community tags.

After you create a new team workspace, you can configure different access control settings for it.

Navigate to the new team workspace, then click Workspace > Access Control.
Select No in the Inheritance box.
Click Apply to activate the Access Control table:
Adjust the access control settings for the new team workspace as needed, as described in Controlling Access to Workspaces and Folders in Controlling Access in the Novell Vibe 3.4 Advanced User Guide.
Click Save Changes > Close.

2.2.3 Controlling User Access to Global Workspaces

By default, the Global Workspace directory immediately under the Home Workspace inherits the access control settings of the Home Workspace:

User or Group	Access Role	Role Description
Workspace Owner (admin)	Administrator	Can create, modify, or delete workspaces or folders; moderate participation (modify or delete the entries of others); design entries and workflows; and can perform Participant tasks.
Team Members	Team Member	Has all the rights of a Participant. In addition, can generate reports and manage community tags.
All Users group	Participant	Can create and modify entries, plus perform the Visitor tasks.
All Users group	Visitor	Has read-only and comment-only access.
All Applications group	Visitor	Has read-only and comment-only access. For information about application groups, see Managing Remote Applications in the Novell Vibe 3.4 Advanced User Guide.

When you create a new global workspace under the main Global Workspaces directory, the new global workspace by default inherits the access control settings of the main Global Workspaces directory, as listed above. After you create a new global workspace, you can configure different access control settings for it.

Navigate to the new global workspace, then click Workspace > Access Control.
Select No in the Inheritance box.
Click Apply to activate the Access Control table:
Adjust the access control settings for the new global workspace as needed, as described in Controlling Access in the Novell Vibe 3.4 Advanced User Guide.
Click Save Changes > Close.