Restricting Access to Catalog items

One of the most frequent questions is "how do I ensure only a few users are granted access to this catalog item?". Creation of an Access List will address this issue.

Access Catalog Items

Click on the Catalog then Catalog Items tab.

How to Restrict Access

1. Click on the shield icon in the actions column, as shown below.
   
2. The Restrict Access dialog box will appear.
   
3. Choose an existing list or create a new list. Clicking the Choose Existing List option will display the Choose Access List dialog box.
4. A list of Access Lists items will appear in the Choose Access List dialog box. Click the Select button for the appropriate list for this catalog item.
   
5. You will be guided through a wizard to create a non shareable Access List. This process is almost identical to the one detailed in "Access Lists". The only exception is that you will not be prompted to name your Access List.

Best Practice Tip

It is recommended that you create your access lists first, then assign the list to various items.

This way, you can centrally manage the access lists from one location. rather than having to chase down all the items that use this access list.

Note:  

If you are not part of the Access list that you assign to a catalog item, you will not be able to see this item once complete. Be sure to add yourself if you need access.

FAQ:

I added an Access List to a Catalog Item but now I can't see it.

To rectify this you will need to add yourself to the Access List assigned to this catalog item.

1. Go to the Admin then Access Lists menu option.
2. Find the Access List you assigned to your catalog item.
3. Click on the row for the access list and add yourself to the Access list
4. Once complete, go back to the Catalog Item view, and you should now have access to it.

Note: Non-shareable access lists cannot be renamed.

How do I remove an Access List from a catalog item?

 

1. Go to the catalog item view "Catalog -> Catalog items"
2. Find the Catalog item in question
3. Click the "remove Access Restrictions" button. as shown below.

The catalog item will now be available to all users.