Private sections?

Hi. We are about to create three different private sections for our customers in three different sectors. We want all our customers to have access to all information that is in there today, and in addition the customers in the mentioned sectors should have access to their private section (education, real estate and municipalities).

Thankful for a description of the the solution that would require the least administration!

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  • Hi Carola , thank you for sharing your use case!

    Based on what I understand of your scenario, it looks like you are planning to have a structure similar to this:

    Education (Section)

    • Category A
    • Category B

    Real Estate (Section)

    • Category C
    • Category D

    Municipalities (Section)

    • Category E
    • Category F

    The most efficient way to control access to these categories is by using groups. Here are the steps to configure it:

    1. For each category, set the Access setting to "Specific members" which makes the category private. (There are no access settings for Sections. Sections are only visible if the member has access to one or more categories in the Section.)
    2. In Users > Groups create one group for each sector. You have a choice to create a regular group, where people are added individually or pasted in. Or you can create a domain group, which automatically includes users based on their email domain. When you on-board a new client company, you only need to add their email domain to the group and all users from that company will gain the access rights of that group.
    3. In the group settings, select the sector categories to grant access to the group.  

    I hope that helps! Let me know if I can provide additional assistance. 

  • Hi! Thank you very much for your response! I believe this is a good solution, only that we will have to remember to add some new customers to two user groups. And what about the option "Access code"? Is this nothing you recommend?/BR Carola

  • Hi Carola , with the Access Code option, here is how it would work:

    Categories with the Access Code setting are shown in the category list to all users. If a user clicks the category, they will be prompted to enter the Access Code. After they have entered the correct code, they will be able to view and participate in the category. The system remembers the user so they will never need to enter the code again for that category.

    You define the Access Code for each category and can distribute that code to the users who need access. It can be included in your email newsletter or other communication. The benefit of using this setting is that assigning access is easy -- you only need to share the Access Code.

    There are a few things to keep in mind:

    • The Access Code setting is on the category-level (not at the section level), so users would need to enter the code for each category they want to access. 
    • The category names are shown in the category list (with padlock icons after them), so all users will see the category names. They just won't be able to see the content in them unless they enter the Access Code.
    • Forumbee Support Thank you very much! 

  • Hi again! We chose the first alternative. Two questions: will I have to check all categories in "user group access"? And what happens when we create new categories, will we have to update the user group access every time?

    • Hi   Carola , in the Access setting for the Group, you only need to check the private categories needed for that group. Public categories do not need to be checked. When you add new categories, you only need to update the Group if it is a private category that the group should have access to.

      It may also be worth mentioning that you can add a user to more than one group. They will gain access to the full set of categories enabled for all of their groups.

    • Great, thankyou!

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