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Restricting Portal Users not to Create Sub-Folders in KM with Read/Write Permissions 

Knowledge Management administrators sometimes face a strange situation where they have to set permissions to users so that ‘they can only upload content (files) to the Repositories and should not create any Sub-folders within it, to maintain the undisturbed Project or Company Hierarchy of Folders.

 

The Read/Write permissions in the Navigation iView can only restrict the users not to DELETE the content (files) but doest stop them creating Sub-Folders under the Navigation Root Folder.

 

This blog contains those steps to achieve the solution ‘to restrict the users not to create any sub-folders under their project root folders with permissions above Read / Write’.

 

To achieve this we need to work with Commands and Command Groups.

Commands: The user interface Commands are gathered into command groups in order to display them on the user interface.

 

Command Groups: A command group gathers multiple commands or command groups. These are displayed as a submenu or within a menu with dividing lines. Parameters are those that controls which command groups are displayed on the user interface.

 

We need to customize the Commands and Command Groups in order to get the required UI.

In short we will be working with the following UI components:

 Note: For instance I’ve taken the Column Layout to my Navigation iView. 

1. ConsumerColumnsProfile_Test : we will create a new columns layout profile

2. ConsumerColumns_Test : we will create a new columns layout set

3. ConsumerColumnCollectionRenderer_Test : we will create a new column collection renderer

4. ColumnsCollectionCommandGroup_Test : we will create new column collection command group

5. NewResourceGroup_Test : we will create a new resource group

 

The following steps guides how to about work on UI Commands and Settings:

Step 1:

NewResourceGroup: this is one of the command groups which contain the Command List for creating new resources in KM.

Goto: System Admin > System Landscape > Knowledge Management > Content Management > User Interface > Commands > UI Command Groups > NewResourceGroup

 

Create a Duplicate of ‘NewResourceGroup’ to ‘NewResourceGroup_Test’ and modify the Command List parameters. Refer to the below screen shot of NewResourceGroup_Test group in edit mode:

 

 

 

Now our requirement is to restrict the user for creating the ‘New Folder’. For this remove the ‘new_folder’ parameter from the Command List and see the screen shot below for the same:

 

Step 2:

ColumnsCollectionCommandGroup: this is a one of the command groups used for Columns Layout Profile. 

Goto: System Admin > System Landscape > Knowledge Management > Content Management > User Interface > Commands > UI Command Groups > ColumnsCollectionCommandGroup

 

Now create a Duplicate of ‘ColumnsCollectionCommandGroup’ and name it as ‘ColumnsCollectionCommandGroup_Test’ and edit the Command List with newly created ‘NewResourceGroup_Test’ in the previous step. Refer to the below screen shot with the changes done to ColumnsCollectionCommandGroup_Test.

 

 

 

 

Step 3:

Collection Renderer: this is responsible for displaying multiple resources on the screen. It groups the various elements to be displayed and generates the screen display according to defined parameters. 

Goto: System Admin > System Landscape > Knowledge Management > Content Management > User Interface > Settings > Collection Renderer Settings > Collection Grid Renderer Settings > ConsumerColumnCollectionRenderer

 

Now create a Duplicate of ‘ConsumerColumnCollectionRenderer’ and name it as ‘ConsumerColumnCollectionRenderer_Test’ and open it in edit mode. Now goto Collection Command Group and select the just created ColumnsCollectionCommandGroup_Test as shown the below screen shot.

 

 

 

 

Step 4:

Column Layout Set: Now its time to create a new Custom Column Layout Set and add the just created ConsumerColumnCollectionRederer_Test property to it.

Goto: System Admin > System Landscape > Knowledge Management > Content Management > User Interface > Settings > Layout Set 

 

Create a Duplicate of ‘ConsumerColumns’ and name it as ‘ConsumerColumns_Test’ and open it in edit mode. As shown in the below screen shot change the Collection Renderer property to our newly created ‘ConsumerColumnCollectionRederer_Test’.

 

 

 

Step 5:

Column Layout Profile: We also need to create a layout set profile which refers to just create ConsumerColumns layout set.

Goto: System Admin > System Landscape > Knowledge Management > Content Management > User Interface > Settings > Layout Profile

 

Create a Duplicate of ‘ConsumerColumnsProfile’ and name it as ‘ConsumerColumnsProfile_Test’ and open it in edit mode. As shown in the below screen shot change the Layout Set property to our newly created ‘ConsumerColumns_Test’.

 

Step 6:

I guess we’ve done enough customization, now its time to work with the Navigation iView in portal.

 

 

 

 

Click on the Menu Icon of your root folder and goto: Details > Settings (in new window) > Presentation. This will take you to the screen similar to the below ones:

 

 

Now as shown in the screen shot click on the Select Profile button to get the available list of layout profiles in portal. Refer to the below screen for the same.

Here select the custom layout profile we created in the previous steps ConsumerColumnsProfile_Test (highlighted in RED box) and apply this profile to your root folder.

If you want this profile setting apply to all folder check the box shown in previous image.

Step 7:

Now its time to check whether we are successful in ‘restricting the user for not creating the sub-folders in the folder repository they have access to..!’

 

Now click on the Menu icon of your root folder (here in this case it’s EP Docs), by clicking on

New >’ will never allow users to create any more folders into the repositories they have access to. See the screen shot below for results:

And the KM administrators can retain their project or organizational folder structure unchanged. 

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7 Comments

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    1. Naga Devisetty Post author
      Thanks for the comment. Using WebDAV, portal will allow users to do the following:
      1. Access the folder using the ‘Navigation user interface’: this will again take users to the Portal UI ‘Navigation iView’ which has customized Layout Set. So here users can’t again create folders/sub-folders.

      2. Access the folder as a ‘Web folder’: WebDAV is not configured with SSO like Portal has! So not every user can access the KM repositories (network drives) with their logins. WebDAV
      can only authenticate authorized users to Folders. So even in this case also users can’t
      create/access the folders.

      I mean not all the KM users should be given access to network folders through WebDAV either its a local or remote repositories. Please correct me if I’m wrong.

      (0) 
  1. Rahul Urs
    Thanks to the effort of pursuing the Flexible UI in KM. You could restrict the users from selecting certain layout sets by assigning specific roles that way only some users can access the layout sets. BUT this concept will not work if PORTAL DRIVE is used to add new sub folders which is absolutely possible and also using WebDav, the sub folders  can be created. so either ways, this is a good Flexible UI blog !
    (0) 
    1. Naga Devisetty Post author
      Thanks for the comments.
      Portal Drive: its a client for WebDAV for windows from SAP. So even this needs authorized authentication to access the network drives. Not all KM users are authorized to access the KM Repositories through network drives, so there is no question of creating folders.

      Please correct me if I’m wrong.

      (0) 
  2. Julia Winter

    or permissions are set correctly!!!You will be able to do a lot of nasty things there if permissions are not correct or navigation iview is disabled!!

    (0) 
  3. Chet Shian Chia
    This is a very great post.
    However, I would like to know that is it by choosing customized layout set it would also apply the setting for KM Administrator?
    If KM Administrator wanted to create a folder within same Iview. He would also be restricted?
    (0) 

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