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Manage knowledge base permissions in team-managed projects

Every Confluence space has its own set of permissions which determine what people can do in that space. These space permissions are set up by space administrators in Confluence.

When you link spaces from a Confluence site to your knowledge base, you will be able to manage some of these permissions directly from your service project.

Knowledge base permissions

To view and manage permissions for your linked spaces, go to your service project and select Project settings () > Knowledge base. Here you’ll see a list of all your linked spaces and the corresponding viewing permissions set for them.

Only admins can manage knowledge base permissions. For spaces linked from a Confluence server site, you may first need to authenticate in Confluence to manage viewing permissions from the knowledge base.

All other permissions for your linked spaces (like editing, deleting etc.) can be managed only in Confluence. To see and manage Confluence permissions for a space, select the Settings button that appears when hovering over that respective row.

Change who can view articles

To change viewing permissions for a space:

  1. From your service project, go to Project settings () > Knowledge base.

  2. Select the Viewing permissions dropdown next to the linked space of your choice.

  3. Select the permission you want from the given options.

You can also change the viewing permissions for multiple spaces at once. Select the relevant spaces by checking the box next to the space name, go to the Viewing permissions button above the table and choose from the given options.

These options include:

  • Public: Anyone on the web can find and view this space, without a Confluence license.

  • Private: All users with a Confluence license and access to this space can view it.

  • Restricted: All logged-in users of your service project can view the articles in this space, without a Confluence license.

In some cases, you may find that a viewing permission is already set for some of your spaces and you cannot change it. This is most likely because a global permission in Confluence clashes with or overrides the knowledge base permission. If you’re a space admin, you can resolve this conflict by going to Confluence space settings and turning the View permission under Anonymous access on or off, as needed. Learn more about how to allow anyone to view your knowledge base articles and how to restrict access to your articles.

For spaces linked from Confluence server sites, admins can choose from two options only. They can either set the viewing permission for the space to Public or restrict it to logged-in users of the service project by choosing Restricted.

Change who can write and edit articles

Only users with a Confluence license and the permission to author in that space can write and edit articles.

To check if a user has authoring permission:

  1. Select the Settings button that appears when hovering over that respective row to go to Confluence permissions.

  2. Check that the user (or a group they are a member of) has the Add permission selected under Page permissions.

To check if someone has a Confluence license:

  1. Go to Confluence and select Settings () > User management.

  2. Select Show details for the required user.

  3. If the Confluence toggle in Access is selected, then the user has a Confluence license.

To check if someone has a Confluence server license:

  1. Go to Confluence and select Settings () > User management.

  2. Under the List Users tab, search for the user or check if the user is present in the list displayed.

This page is for team-managed projects

If the lower-left of your service project sidebar doesn’t say you're in a team-managed project, check out these company-managed project articles instead.

Learn more about the difference between company-managed and team-managed projects.


Last modified on Jul 5, 2021
Cached at 8:36 PM on Oct 27, 2021 |

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