Signals Notebook: How to limit access to materials by groups

For some organizations it is essential to divide access to content, as in this case, specifically to materials. In this article you will find an example of how to perform this configuration.

Note: All processes in this guide must be performed by a system administrator. This configuration should be taken as an example for your configurations and some names may vary according to your preferences.

1. Access to Signals Notebook.
2. Go to the configuration menu.
3. Click on the option System Groups.
4. For the purpose of this document, we will create two groups (Signals Notebook: Create a new System Group from the Signals Configuration). The names of these groups will be described below.
   
   • CROs: These users will have limited access to materials within the tenant.
   • Scientists: These users will have access to all the materials within the tenant.
     
5. Include in each of the groups the desired users.
6. Return to the configuration home page.
7. Click on the option “Attributes”.
8. Create a new attribute of type “List” and list type “Inline list” (Signals Notebook: Create a list Attribute from the Signals Configuration). For the purposes of this test, we created a list with the name “Group” and added to the list the options "CROs” and “Scientists”, just as the same name of the groups created at step 4.
   
9. Return to the configuration home page.
10. Click on “Materials”
11. Click on an active material type
12. Once the drop-down menu opens, click on Recor definition > “Material name” and finally, in the material configuration, click on “+ Field”.
    
13. The specifications of this new field should be as follows.
    • Field name = Any name is good in this field
    • Field Type = Attribute list
    • Attribute List = The list you created on step 8 (For this case, Group).
    • Check the check box “Required”
14. Repeat steps 11 to 13 for all active libraries to limit access.
15. Return to the configuration home page.
16. Click on “Group Associations”.
17. Search the group created for the users with limited material access, in the case of this document “CROs”, and click on it.
18. Search for the list created on step 8, for this case, “Group”, in the middle column and click on it.
19. The right column will expand, select the option created for the restricted group, for the case of this sample, we will select “CROs” (These options are the same as the ones created in step 8)
20. Go to the configuration home page again.
21. Click on Security policy.
22. Three different rules must be added.

    1. RULE "Add Access to All Material Libraries to anyone"
       IF
       resource type equal "assettype"
       THEN
       grant "entity.write"

         

    2. RULE "Access to materials within the library"
       IF
       User group in "Scientists"
       AND
       resource type equal "asset"
       THEN
       grant "entity.write"

        

    3. RULE "Access to Some materials within the library"
       IF
       User group in "CROs"
       AND
       resource type equal "asset"
       AND
       resource attribute "Group" in "CROs"
       THEN
       grant "entity.write"

       Notes related to rules: These rules are adapted to this example. Rule A will give all users access to the active libraries. Rule B will give limited access to the CROs group to those materials that have the field “Group” with the value “CROs” assigned. Finally, rule C will give the “Scientists” group access to view all materials without any limitation. In case you vary groups or names, these rules must be adapted to your tenant’s configuration and preferences.

       Note: All materials created prior to the implementation of this field will not be visible to the CROs group, as this field does not exist in previous materials, only materials created after the implementation of this field will be visible and old materials cannot be provided with this field.