Setting Permissions for your account, pages, and blocks

Sometimes you want to restrict who can view or edit your Qwilr Pages and with the Permissions settings, you'll be able to make those refined decisions.

Note: The Permissions settings apply only to users with the Creator role. Account admins will always be able to view and edit all content.

* Some features are limited to Enterprise plans only.

How do Permissions work?

With the Permissions feature you'll be able to lock two types of content: 

  • Saved Blocks
  • Whole Qwilr Pages

Who can view or edit these is set on a per-item basis, though you can set an account-wide default. 

Account-wide defaults

Within your Account Settings ( Settings → View All Settings → Account), admins can set the default access level for Qwilr Pages.

The defaults are:
  • Pages are private by default - By default all Qwilr Pages will hidden from other users (other than admins). This setting can be changed on a per-page basis in the internal sharing settings.
  • Pages can be viewed by everyone - By default all new Qwilr Pages will have view-only access. They'll be visible in everyone's dashboard, but no one will be able to edit unless edit access is specifically granted.
  • Pages can be edited by everyone - This means by default all new pages will have edit access shared with all users in the account. This access can still be turned off on a per-page basis in your internal sharing settings.

Setting block-level permissions

Block-level permissions are available only on our Enterprise plan.

When you're saving a block for future use, you can either allow anyone to edit it or you can lock the block to only admins. This means any user in the account can use the block, but only admins will be able to edit the contents within it. This is great for things like Terms of Use statements, where you don't want any edits to be made.

Once you've saved a block, you can lock it from your saved library. To access the library, add a new block and click the Library tab.

Click the Options icon (three dots), and then enable the  Lock Editing to Admins switch. A lock icon will appear next to the block title.

What happens when only admins can edit a saved block?

When a block is locked to admins only, anyone in the account can use it, but they won't be able to edit the contents. On the saved block library page you'll be able to see which blocks are locked, as shown above.

If a Creator uses a locked block in a Qwilr Page, they'll see a message that this block is locked. The user won't be able to edit the contents or styling of the block. (Any admin will be able to make these edits, however.)

The contents can't be edited, but some block settings are still available, like making the block foldable, moving it up or down, or deleting it from the Qwilr Page. You'll access those by clicking the Block Options icon in the top left corner of the block.

Sharing Pages Internally

To share your Qwilr Page with a colleague, you'll head to your internal sharing setting. There are a couple of different ways to reach it. 

From your dashboard, you can click on the names above the page title - these are the people this page is currently being shared with. 

Alternatively, from within the page editor you can click on the Share With Team icon to bring up those settings.

Once you've opened up the internal sharing setting you'll see a screen like this:

Check the box next to the user that you want to share with and select what they can do. With Can View, they'll be able to view your Qwilr Page but they cannot edit. With Can Edit enabled, they'll be able to directly edit your page.

What happens with View Only mode?

When you've given a colleague View access they'll see a message when they view your Qwilr Page.

What happens when a Page isn't shared?

If you've chosen to not share a Qwilr Page with a colleague they won't be able to see your page on their Qwilr dashboard. It won't exist for them unless you share it.

The only exception is if they're an admin. Admins can always view all Qwilr pages in an account.

Knowing whether a Page was shared

From your dashboard you'll be able to see who has access to each Qwilr Page. In this example, the logged-in user is Elizabeth Jennings.

Only "me" (Elizabeth Jennings) has access to the "Harvest Travel Plans" page. But for "East Germany - Flight and Hotel," two users have access: Elizabeth Jennings and Philip Jennings. 

The account also has a 3rd user, Stavros. He doesn't have access to either of these pages. When he logs into Qwilr, he won't see either page listed in his dashboard. 

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