Controlling user access by setting up Rules

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Controlling the access that users have to the files in Swivle is done by setting up one or more Rules.

Setting up rules can be a complex process!

You might benefit from first creating an overview (on paper or in a spreadsheet) of all users and user groups and which type of access you want to grant them.

Keep the following in mind:

Rules can be assigned to users and groups. When a rule is applied to a group, it affects all users assigned to that group. For this reason, when first setting up, we recommend adding your rules to groups so that you don't have to set up duplicate rules for your users.
Applying Rules affects the time it takes to perform searches and retrieve search results. The higher the number of Rules assigned and the more complex they are, the more the search performance is affected.
In the Brand portal, folders appear as 'Categories': links that can be clicked. Because the folder name is used as the name of the Category, make sure that descriptive folder names are used as much as possible. Grant or deny folder access to each user or user group as needed so that only links appear of locations that the user is allowed access to.

Step 1. Click Users or Groups in the navigation menu on the left.

Step 2. Select the user or group you would like to create a rule for.

Step 3. Access the Rules tab (A) and click the +-button (B).

The New Rule dialog appears.

Step 4. Enter a descriptive name for your rule.

Step 5. Add a folder path and / or metadata query which will be applied to the rule.
For more information on queries, see Fine-tuning your searches using queries.

Step 6. Click Next to go to the Permissions tab.

Step 7. In the permissions tab, you can do the following:

A See the users and groups to which the rule is applied. By default, the user or group selected on the main page is added to a new rule.
B Add more users or groups to the rule.
C Remove users or groups from the rule.
D Select which permissions are granted to each user or group. Note that some permissions require other permissions applied as well. These will then automatically be activated. For more details, see File type permissions explained.
E Hover over permission icons to see what they mean.
F Quickly select / deselect all permissions using the last check box.

Step 8. Click Save to save your rule.