Table of Contents

Manage Privacy & Permissions

Gary Ploski Updated by Gary Ploski

Every space in Opal is viewable to everyone, though you may find it helpful to limit visibility. Use Opal Access to manage stories, moment, and content permissions, to restrict or grant permission.

Any user can set a space's settings to public, private, or private-limited.

Overview

  • Space - A story, moment, or piece of content
  • Public - A space that is viewable to any Opal user
  • Private - A space that is viewable to Opal user's who have been granted access
  • Private-Limited - A space that is viewable to a subset of a private space's granted users

Opal Access is can be used multiple times on the same space, in essence, making it possible to get feedback from different groups without them seeing what the others said.

Whether drafting content or collaborating with colleagues, Opal Access gives you the ability to hide or reveal work with ease.

Public Space

A public space refers to a space in which no access controls have been applied. Any public space can be seen and collaborated on by any user in the workspace.

By default, all new stories are set to public. Moments and content will inherit the settings of their parent space.

public_story.jpg

Private Space

A private space refers to a space that has been restricted to specific users and can be identified by the access icon. Only users with access to a private space are able to view and collaborate within that space.

private_story_with_access.jpg

Within the Opal calendar views, private spaces will remain visible to all user’s without access, but they will not be able to see anything but the name of the space.

private_story_without_access.jpg

Optionally, private spaces can be given a code name to further limit visibility to the private space within the calendar view.

private_story_without_access_code_name.jpg
Note: When a space is changed from private to public, an email will be sent to users who had access to the private space informing them of the change in access.
Tip: Any moments or content within a private story can be further restricted to exclude all but one user with access at the story level. 

Calendar Views

Day

  • Private moments will appear as ghost columns.
  • Private content you have access to will include the privacy icon on the moment card.

Week

  • Private moments you have access to will include the privacy icon on the moment card.
  • Private content will appear as a ghost object.

Month

Show as Stories

  • Private stories you have access to will be displayed.
  • Private storied you do not have access to will not be displayed.
  • Private moments you have access to will be displayed.
  • Private content will appear as a ghost object.

Show as Moments

  • Private moments you have access to will be displayed.
  • Private moments you do not have access to will appear as a ghost object.

Show as Accounts

  • Private moments you have access to will be displayed.
  • Private moments you do not have access to will appear as a ghost object.
  • Private content you do not have access to will appear as a ghost object.

Stories View

  • Private stories that you have access to will have a private access icon appear before the name of the story. Moment bars will be visible within the story bar.
  • Private stories that you do not have access to will appear as ghosts in the story view. They will include the name or code name of the story and the start and end dates. The moment bars will not be visible within the story bar.

Access Inheritance

Moments and content inherit the access settings of their parent space.

For example, a public moment cannot belong to a private story. Likewise, a public piece of content cannot exist within a private moment.

Inversely, a private moment can reside within a public story, and a private piece of content can reside within a public moment.

Below is a visualization of all possible access configurations.

image3.jpg

Making a Space Private

To restrict access to any space,

  1. Create or edit a space
  2. Click “Public
  3. Select Make this space private.”
  4. Optional - Click “Show Name” to set a Code Name
  5. Click “+” to add users
  6. Click “Save” or “Update
Note: While viewing Stories, all private stories will be displayed at the bottom, not next to their primary label, and cannot be revealed by selecting a filter.

Setting a Code Name

Any user without access to a private space will be able to see the name of the space. However, you may with to hide the name of a private space.

Giving a code name to a space will allow any user without access to see that the space exists, but be able to identify a unique space without knowing it’s name.

  1. Navigate to a story, moment, or content editor
  2. Click the Name Visibility dropdown
  3. Select “Do Not Show Name
  4. Under Code Name, enter a unique name
setting_a_code_name-350.gif

Access Requests

Give Access

Once the space has been made private, only the editing user will be given initial access to the space.

  1. Navigate to a story, moment, content editor
  2. Click the “+” icon within the “Users with Access” field
  3. Search for users
  4. Once the user is found, select the user
  5. Click Update or Save
    adding_users_with_access-350.gif

Request Access

Any user without access to a space can request access.

  1. Navigate to a private space
  2. Click “Request Access
  3. Enter a comment regarding your request to view the space

Once access has been requested, all users with access to the space will see a UI notification noting the request within that space. When access has been granted, the requestor will receive an email notification with details about the space.

Note: Requests for access notification are visible on the space to which access has been requested.
image2.jpg

Grant and Deny a Request

Any user with access to a space has the ability to grant or deny a request to access that space.

  1. From the space, click the collaborator icon
  2. Click “User Access Request
  3. Click the “Grant” or “Deny” button for each request
  4. Click “Save” or “Update
    access_request_2.jpg
Note: Any user with access to a space will see a prompt within the private space when a request has been submitted.

Limit Access to Specific Users

At times, a smaller group of users may need to have visibility to a space that is already set to private. When this happens, a space can be edited to remove users from the complete private group to create a smaller private group.

Any user who has access to a private space can further limit access.

  1. Navigate to a space editor
  2. Click the “x” next to the name in the Users with Access
  3. Click “Save” or “Update

Prevent Ghosted Spaces

In some instances, a user cannot have their access removed from a space because they are the only one with access.

In this situation, these users are prevented from being removed to ensure that the space exists with at least one user.

To be able to remove these users, they must first be removed from all other private-limited spaces within the story or moment.

In the example below: Gary Ploski is the only user who has access to a piece of content. Any of these users can remove him from the content, then remove him from the moment.

Additional Information

Public & Private

  • A space can be switched from public to private an unlimited number of times
  • With each change from public to private, Chat & Activity access is maintained to users who had access

Tasks & Approvals

  • Only users with access can approve content
  • Users can start workflow on a piece of content when someone in the first phase has access to approve the content
  • Users without access will not be sent approval requests
  • Users without access will not be sent task notifications
  • Workflow can not progress past a phase where there is no one with access to approve

Duplication

  • A duplicated space inherits the original privacy settings
  • If you have access to a private space, you can duplicate it. The privacy settings will be duplicated to the duplicated space.
  • If you have access to a private space that includes a spaces you do not have access to, you can duplicate the material to which you have access. The private spaces you do no have access to will not be included in the duplicated space.
  • If you do not have access to a private space, you cannot duplicate it

Moving

  • A private space can be moved into a space that has broader or reduced access
  • Private spaces moved into a space with broader access will maintain its access settings
  • Public spaces moved into a space with limited access will inherit the access settings

Chat & Activity

  • A note will appear when a user without access has been @mentioned
  • Users who do not have access to a space will receive an email/notification when @mentioned
  • All chat and activity that occurs while a space is private will remain private to the collaborators who had access

Assets

  • Assets with any public associations are viewable to everyone
  • Associations with a private space are only viewable to users with access to that private space
  • Assets with only private associations are only viewable to users with access
  • If an asset has mixed public and private associations, only its public associations are viewable to everyone

Localizations

  • You can create a localization for private content
  • If a localization is public and the original is private it will be like if the content was deleted
  • You can delete an original localized post, the same as deleting an original post

Filters

Channel/Account

  • Private moments will be included when filtering by only a channels based on the content within them
  • Private content will be included when filtering by only a channel(s)
  • Private moments will not be included when filtering by a channel and then an account(s), based on the content within them
  • Private content will not be included when filtering by a channel and then an account(s), based on the content within them

Approval/Status

  • Public moments with private content will be included - private content will not factor in to moment's approval status
  • Private moments will not be included when filtering by approval status
  • Private content will not be included when filtering by approval status

Label Sets

  • Public stories will be included when filtering by labels - the labels on any of their private children will not factor in to filtering
  • Public moments will be included when filtering by labels - the labels on any of their private content will not factor in to filtering
  • Private stories will not be included when filtering by labels
  • Private moments will not be included when filtering by labels
  • Private content will not be included when filtering by labels

Sorting

Date of Request

• Private content will not appear in the approval queue for users who do not have access

Moment/Content Schedule Date

• Private content will not appear in the approval queue for users who do not have access

• Private content will appear in the content queue relative to it's scheduled time 

• Private content will appear in a public moment relative to it's scheduled time  

Due Date

• Private content will not appear in the approval queue for users who do not have access

Label Set

• Private stories will appear in the story gantt as having "no label"

• Private spaces will not appear in the week view when sorting by label

Channel

• Private content will appear when sorted by channel

Story Name/Code Name

• In views where the story name is queried for a search, the names or code names of private stories will be included in keyword searches

• Private moments can also be included in keyword search results for certain views, based on a public parent story's name 

Moment Name/Code Name

• In views where the moment name is queried for a search, the names or code names of private moments will be included in keyword searches 

• can you search private moment names in day view? 

• Private content can also be included in keyword search results in certain views based on the parent moment (if their parent moment is public)

Content Name/Code Name

• In views where the content name is queried for a search, the names or code names of private content will be included in keyword searches

Presentations

If the privacy setting of any of the moments or content in a presentation are changed, those changes will be automatically reflected in the presentation.

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