Managing rights

You always retain full control over content you put in Tricia.

• For each of your content items (wiki page, blog post, file), you control who can read or edit them.
• For each space you create (wiki, blog, folder), you control who can read content in this space, who can create content there and what access rights apply there.
• You can change these rights at any time.
• The rights you assign apply to all access channels (Web, FTP, desktop access, Web service, API, etc.)

Access control lists

• You name the authorised persons in two access control lists (Editors, Readers).

• In the access control list Editors you name the persons who may find, read and edit the content item or space, and who may create new content in the space.

• In the access control list Readers you name the persons who, in addition to the editors, may find and read a content item or space, but do not have editing rights.

• You can populate a list as follows:
• An individual Accounts (Basics)(e.g. Sam Sample) authorises an account-holder.
• A Groups (e.g. sales, trade fair participants 2010, members of a forum) authorises all members of the group.
• You can also use groups to authorise functions in the company (CFO, dean, head of application development).
• You can also use predefined groups Predefined groups   (Everybody and All Registered Users) to authorise users without an account or all users with an account.
• Rights are transitive; that is, if a group contains another group, then the rights you assign to it apply to all the accounts it contains.

Rights for spaces and space content

The following two rules considerably reduce your administrative workload for access control lists and ensure that nobody can take control of your content.

• If you create a new content item in a space (wiki, blog, folder) and do not specify individual access control lists for this content item, the access rights specified for the space apply to the content item (hereditary).

• Otherwise the content editors you specify are authorised to edit in addition to the editors specified for the space, and the readers you specify are authorised to read. In this case, the Readers specified for the space are ignored.

Content which has different access rights to your space are signalled to the editor with a warning triangle to that the editor can check the rights if necessary.

Examples of use

The following examples of use show you how you can use the Tricia access rules in information management and teamwork to increase productivity. The examples also illustrate how you can improve the quality of information by avoiding copies and by explicitly allocating owners (editors) for content and spaces.

Personal information management and selective publication (private spaces)

To manage private notes, task lists, appointments, logs, files, etc., create your own private space where only you are the reader and editor. If necessary, you can enable individual content items for editing or only for reading (possibly with comments) for other persons or groups, and submit links to your content. These persons may be in your company or on the Internet.

Teamwork (team spaces)

To share information within an organisational unit, in a fixed-term project, for an event or in a dynamic community (user group, interest group), define a group as Editor and Reader. If necessary, group members can enable individual content items for editing or only for reading (possibly with comments) for other persons or groups, and submit links to your content. These persons may be in the same company or on the Internet.

If necessary, you can split the team into multiple (possibly nested) groups to assign levels of rights (e.g. project manager, project members, external project members).

Company-wide knowledge and information management

To avoid duplication of work and redundant or contradictory information within the company you can create spaces for special content (e.g. special offers, price lists, product descriptions, customer lists, resolution databases, procedure instructions, personnel data). You assign a list of editors to each space (persons responsible for updating). They may be individual persons, departments or teams. For each space, you define who can read this information (e.g. only sales staff, only management, all employees, Internet visitors).

If necessary, the editors can bring in other editors (e.g. translators, QA staff, external sales staff) for individual content items, or deny readers access to individual content items temporarily (e.g. during composition or revision).