Permissions
For your organization's employees
Employees’ access to reading and editing articles in the Knowledge base can be regulated on three levels.
On the organization level. By default, it is specified in the organization settings that all employees of an organization can create root, or parent articles. However, large companies run the risk of being inundated by articles and of the Knowledge base structure becoming too complex to be useful.
So, you can set it up so that only employees with Administrator rights can create parent topics and articles. To do this, go into the Organization section.
Check the box in the desired place and hit Save.
Note that in this mode, employees retain the ability to create subtopics within parent topics, as well as make changes to articles to which they have edit rights.
On the topic level. You can configure employee access to articles by a certain topic. Open the topic in the menu on the left and set the access level: Read only, Edit, or No access.
If Read only status is set for all employees, it makes sense to give one or multiple people Edit status so that they can make changes to articles if needed.
On the article level. For articles that don’t belong to any topic and are stored in the Unsorted folder, access rights can be set individually.
Open the article, click the three dots icon, and select Permissions.
Set the access rights to the article.
For business partners
You can grant access to knowledge base articles and topics not only to your own employees, but also to employees of the organizations you work with as business partners. This way a partner gets the instructions, guidelines, and other materials they need right inside Pyrus — without public links that could be shared further than intended.
How to grant permission
You grant permission to a partner's employee the same way as to your own colleagues:
- Open the article or topic and go to the Permissions section.
- Add an employee of the partner organization and choose a role — Reader or Editor.
Access is granted to a specific person. The Everyone in my organization setting does not apply to business partners — you need to add them one by one.
If you grant access to a topic, the partner's employee will also see the nested topics and articles they have access to.
What a partner's employee can and cannot do
| Can | Cannot |
|---|---|
| Read an article or topic they were granted access to | Move, create, or delete articles and topics |
| Edit an article if granted the Editor role | Change access rights for an article or topic |
| Find available materials through search | Share access via a public link |
A partner's employee cannot become the only administrator of an article or topic — a material must always keep an administrator from your organization.
How it looks for the partner
The partner's employee sees the materials shared with them in a separate Business partners section of their own knowledge base. The materials are grouped by the names of the organizations that granted permission.
The section shows only the articles and topics that have been shared — the rest of your knowledge base stays invisible to the partner.
How to change or revoke permission
You can change or revoke access at any time on the Permissions section: change the role or remove the employee from the list. After that, the material is no longer available to the partner.
