Access Groups Management

Access Groups allow you to configure user access to system records by assigning custom permissions and visibility settings. You can set conditions to restrict which products, documents, SKUs, brands, catalogs, relationship types, categories, and attribute groups are accessible to each group.

For example, you can limit resource visibility so users in your organization only see products from their own division or region. Another use case is if you have an internal storefront where you want to display all documents, and an external storefront where you want to control documents based on metadata on the document itself.

In this article, you'll learn how to manage your Access Groups.

Note: Access Groups are available to users who hold both Company Admin and PIM Admin roles.

Contents

Create Access Group

Edit Group Name

Delete Access Group 

Manage Conditions in Access Groups 

Add Users to Access Group

Create Access Group

To create an Access Group:

1. Navigate to Users under Settings in the left hand navigation bar
2. Navigate to the PIM Access Groups tab
3. Click Create Access Group on the top right
4. Enter a group name and description in the textfields
5. Click Continue in the slideout and click Save

Tip: Hover over the users icon to easily view and search users in a Access Group

Edit Group Name

To edit the Group Name:

1. Navigate to Users under Settings in the left hand navigation bar
2. Navigate to the PIM Access Groups tab
3. Click the dropdown arrow next to the Edit button on the right of the access group row
4. Click Edit Group Name and update the group name and description
5. Click Save in the slideout

Delete Access Group 

To delete an Access Group:

1. Navigate to Users under Settings in the left hand navigation bar
2. Navigate to the PIM Access Groups tab
3. Click the dropdown arrow next to the Edit button on the right of the access group row
4. Click Delete Group and click Delete Access Group in the confirmation popup

Manage Conditions in Access Groups 

To add a condition to an Access Group:

1. Navigate to Users under Settings in the left hand navigation bar
2. Navigate to the PIM Access Groups tab
3. Select the row of the Access Group you want to add a condition 
4. Click the toggle of the resource type you want to enable. Resources types include: Products, Documents, SKUs, Brands, Catalogs, Relationship Types, Categories, and Attribute Groups
   1. For Products:
      1. Click the left dropdown and select Condition(s): Attribute, Brand, or Status
         1. If Attribute is selected, click the middle dropdown and choose between: Is any of or Is not
      2. Click the right dropdown and choose the specific Attribute, Brand, or Status
      3. Click Add Condition to add more conditions 
   2. For Documents:
      1. Click the left dropdown and select Condition(s): Type, Public, or Attribute 
         1. If Attribute is selected, click the middle dropdown and choose between: Is any of or Is not
      2. Click the right dropdown and choose the specific Document Type, Public or Private status, or Attribute 
   3. For SKUs:
      1. Click the left dropdown and select Condition(s): Attribute or Status
         1. If Attribute is selected, click the middle dropdown and choose between: Is any of or Is not
      2. Click the right dropdown and choose the specific Attribute or Status
      3. Click Add Condition to add more conditions 
   4. For Brands:
      1. Click Select Brands
      2. Select or search the Brand(s) you want to make accessible 
      3. Click Save
   5. For Catalogs:
      1. Click Select Catalogs
      2. Select or search the Catalog(s) you want to make accessible 
      3. Click Save
   6. For Relationship Types:
      1. Click Select Relationship Types
      2. Select or search the Relationship Type(s) you want to make accessible 
      3. Click Save
   7. For Categories:
      1. Click Select Categories 
      2. Select or search Knowde Level-1 Categories or Custom Categories you want to make accessible 
      3. Click Save
   8. For Attribute Groups: 
      1. Click Select Attribute Groups 
      2. Select or search the Attribute Group(s) you want to make accessible. When an Attribute Group is selected, you are granting access to all the attributes within the specific Attribute Group.
      3. Click Save
5. Click Save on the top right

Note: Click “Preview” on the right of products or documents to preview the viewable products or documents available to this group.

Note: By default, documents that are not associated with products listed in the Access Group are filtered out. To disable this filtering, uncheck the “Restrict access to documents associated with inaccessible products.” textbox.

To edit a condition in an Access Group:

1. Navigate to Users under Settings in the left hand navigation bar
2. Navigate to the PIM Access Groups tab
3. Click Edit on the right of the Access Group row
4. Update the Access Group and click Save

To delete a condition in an Access Group:

1. Navigate to Users under Settings in the left hand navigation bar
2. Navigate to the PIM Access Groups tab
3. Select the row of the Access Group you want to delete condition 
4. Click the minus icon next to the dropdown on the right of the condition
5. Click Save on the top right

Add Users to Access Group

To add a user to an Access Group:

1. Navigate to Users under Settings in the left hand navigation bar
2. Navigate to the All Users tab
3. Click the dropdown arrow under PIM Access Group column of the user row
4. Select Full Access or a PIM Access Group and click Apply 

Note: PIM Admins will always have full access to all access groups.
To assign a different access group, change the user’s PIM role.

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