Setting Visibility Permissions on Private Pages

Private pages allow you to restrict content access to authorized users. We've enhanced this feature to offer more granular control over page visibility. Now, you can set viewing permissions based on specific site roles. For instance, you can create one private page that is visible only to faculty and another only to staff. This guide will walk you through the process of setting up and managing these permissions.
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Table of contents
Understanding Roles
Create a Private Page
Set Access and Permissions Settings
Default Settings
Additional Visibility Options
Understanding Roles Users are given Roles, which grant them permissions. Default roles exist on all websites - including Site Manager, Contributor, Reviewer, Preparer, Stanford Faculty/Staff/Student, and "All logged in users." Some roles, such as Stanford Faculty, are automatically granted based on SUNet ID attributes, and others, such as Site Manager, are granted manually. For a detailed overview of what each role has permissions to accomplish, see ﻿ ⁠⁠User Roles⁠  .
Private page access is granted to one or more Roles. Before you can assign access, ensure that the role(s) you need exist. For instance, if you want to grant all Stanford Faculty access to your Faculty Intranet page(s), you would use the existing Stanford Faculty role. But if you want to grant access only to your department's faculty, you'll need to ensure a "[Department] Faculty" role exists. 
Custom roles, such as "[Department] Faculty" or "[Department] Grad Students," can be created if, for example, you'd like to have a custom intranet for just your department's faculty or grad students, respectively. If you need new roles created, please reach out to  support . 
Create a Private PageFrom the shortcuts menu, select Add Content, then Add Private Page.
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Logged-in view of an H&S Drupal Site. Add Content - Add Private Page is shown in the shortcuts menu.Logged-in view of an H&S Drupal Site. Add Content - Add Private Page is shown in the shortcuts menu.
Set Access and Permissions SettingsScroll to the bottom of the Private Page. You'll see a collapsed section called "Access and Permissions." Click the caret to expand.
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The editing interface on a new Private Page. The button for "Access and Permissions" is outlined to show its location at the bottom of the page.The editing interface on a new Private Page. The button for "Access and Permissions" is outlined to show its location at the bottom of the page.
Once expanded, you'll have the option to select which user roles will have visibility access to that individual page. 
Your site's options may vary from this list if you have custom roles.
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Screenshot of the list of default options under Access and Permissions. Site Manager and Intranet Viewer are selected by default. Additional selections can be made.Screenshot of the list of default options under Access and Permissions. Site Manager and Intranet Viewer are selected by default. Additional selections can be made.
Content on this Private page will be viewable by any user with a role that is selected here. 
Default SettingsYou'll notice that Site Manager is selected and cannot be changed. This is because Site Managers are always able to view all content. 
By default, the checkbox for "Intranet Viewer" is selected. This allows you to easily create an Intranet by assigning the "Intranet Viewer" role to any user who should have access to your Intranet (Private Pages). 
Check any additional group(s) that should have access the content. For example, if you would like all Stanford faculty to be able to view the information, you can select "Stanford Faculty" from the list. 
Additional Visibility OptionsIf the additional group(s) that should have access to your private page aren't an option within the list, please  contact support . We can create custom roles, such as [Department] Faculty or [Department] Graduate Students. 
Always double-check the visibility settings before publishing to ensure the correct limits are in place.
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