Private Pages: Setting Access and Permissions

﻿ Creating Private Pages⁠  is a fairly straightforward process. At the same time, there are important steps you must take to ensure your content remains accessible to only your intended audience. This guide explains how to control viewer access.
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Table of contents
Who Should Worry about Access and Permissions?
Websites with Multiple Intranets
Setting Permissions
Locate the "Access and Permissions" Section
Select the users who should be able to view your content
Need Help?
Who Should Worry about Access and Permissions?In general, most intranet pages will default to the correct access and permissions. This is because most websites only have one intranet, and, by default, the boxes for Site Manager, Contributor, and Intranet Viewer are the only roles that are checked. 
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The editing interface of a Private Page is shown. The bottommost section, Access and Permissions, is expanded to reveal a list of role types. Only Site Manager, Contributor, and Intranet Viewer are selected. The editing interface of a Private Page is shown. The bottommost section, Access and Permissions, is expanded to reveal a list of role types. Only Site Manager, Contributor, and Intranet Viewer are selected. 
Websites with Multiple IntranetsSome departments maintain multiple intranets. Use cases include:
Separate intranets for faculty and for staff.
One intranet for faculty and another for grad students.
One intranet for different type of grad students, e.g. one for undergrads and another for PhD students.
The H&S Web Team can create these for you, along with the different role types associated with each, e.g. "[Department] Faculty Intranet Viewer," "[Department] Staff Intranet Viewer," and "[Department] PhD students."
If your site has multiple Intranets, setting the correct access and permissions is especially important. You'll want to confirm who should actually see your page and check or uncheck groups accordingly.
For example, if a website has a departmental faculty intranet and a departmental grad student intranet, they may decide that their grad students should only view grad student intranet content, while department faculty can view both the department grad student intranet and the department faculty intranet. Users with another role type, such as Staff, non-department Faculty, and non-department Students would not be able to view any of this content. 
Setting PermissionsLocate the "Access and Permissions" SectionScroll to the bottom of your Private Page, where you'll see a few collapsed accordions. Click the one for "Access and Permissions." A list of choices will appear.
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The editing interface of a Private page is shown. The very last item on the page, "Access and Permissions" is highlighted to show its location.The editing interface of a Private page is shown. The very last item on the page, "Access and Permissions" is highlighted to show its location.
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Visibility options for Private Pages, which include a full  list of the editing permission roles. Some boxes are checked by default.Visibility options for Private Pages, which include a full  list of the editing permission roles. Some boxes are checked by default.
The exact list of role options will depend on your website's configuration. 
Select the users who should be able to view your contentBy default, several  roles⁠  will be checked, including Site Manager and Intranet Viewer. Site Managers can always view all content, so that box should remain checked. Edit the remaining role types as needed.
If your website has more than one intranet, the options for each type of intranet user (e.g. [Department] faculty, [Department] grad students) will also appear. Check the boxes that apply to your content. 
Need Help?Please  contact support  if you have questions about setting permissions when multiple intranets are in use.
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