This feature in the Library allows for restricting items in a collection and then granting access to those restricted items. Restrictions are applied to items both in the Viewer and the Library (not one or the other). Super Admins and the owner of a collection have full access to all items, regardless of the restriction. A collection owner can also pass collection ownership to another user and in doing so the previous collection owner will no longer have the collection owner status.
There are 2 ways to apply a restriction:
- Collection owner or Super admin selects “Modify Restriction” from More menu in the Library (like Find & Replace).
- Collection owner or Super Admin can modify restrictions from the restrictions tab in the Record Editor.
How to Apply Restrictions from the More menu:
You can select items from the Library that you want to restrict and click on "Restrictions" from the More menu OR just choose "Restrictions" from the More menu without first making a selection if you want to apply restrictions to a page of items or to an entire search result.
The Restrictions window will open and by default it will be named with the date and time, but you can rename it however you like. You can also add a description (optional) to the restriction you're applying.
Next, base your selection on a page of items, current search result or items selected by clicking the appropriate button. When selection is made, the button will change to blue.
Then, click on one of the following options: Restrict Media & Data, Restrict Media or Not Restricted. When selection is made, the button will change to blue.
Finally, you may also choose from the list below one or more credentials and/or users that you want to exempt from the selected restriction, by dragging and dropping the credential or username from the left into the box on the right. The list of credentials will display in bold font at the top of the list and the list of users will appear below that in alphabetical order. You can also search for credentials or users by typing in to the search box right above the list.
After making your selections, click the "Submit" button. It may take a while for the process of applying restrictions to complete depending on how many items were selected. You'll be taken to the Restrictions Actions page after clicking the Submit button, with a message to the right that reads "Processing". When you see the green complete message appear, the restrictions have been applied.