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Overview

There are three general types of spaces in Wiki@UCSF:

Space Type

Description

Permissions Structure

How to Give a User Access

Public

Accessible to anyone, no login required

Anonymous Access is turned on ('Anonymous' has at least View permissions in the space)

No action necessary. Access is granted to all users, regardless of whether they are logged in.

Login Required

Accessible to all Wiki@UCSF users who are logged in

The 'confluence-users' group has at least View permissions in the space

Make sure the user can log in to Wiki@UCSF (see #Wiki Login section below). Any user who logs in is automatically added to the 'confluence-users' group and will be able to see your space.

Private

Accessible only to certain Wiki@UCSF users you select

Only groups (not including 'confluence-users') and individual users have permissions in the space

First, make sure the user can log in to Wiki@UCSF (see #Wiki Login section below). Then, add the user to a group or give individual user permissions (see #Managing Permissions section below).

Wiki Login

A login account is required for users to log in to the wiki and access any space that is not public. A login account may be any of the following:

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UCSF Faculty, Staff, and Students

All UCSF employees and students can log in to Wiki@UCSF with their MyAccess account.  Users who have not activated their MyAccess account should click the 'New User?' link on the MyAccess login page.

Users who need assistance with their MyAccess ID and password should:

  • use the links on the wiki login page; or
  • contact 415-514-4100 option 2 followed by option 1 from 7 a.m. to 6 p.m. Monday through Friday; or
  • send email to customersupport@ucsf.edu
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Other Universities

We have implemented a system which allows users at other university campuses to log in to Wiki@UCSF with their local campus equivalent of a MyAccess account. So far, we've added the following campuses:

  • Boston University
  • UC Berkeley
  • UC Davis
  • UC Irvine
  • UC Los Angeles
  • UC San Diego

For more information, please contact the

Newtablink
aliasWiki@UCSF Administrators
urlhttps://www.library.ucsf.edu/contact/emailform?To=wiki-admin
.

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Guest Accounts

Users who are not entitled to a UCSF MyAccess account and are not affiliated with the universities listed in the Other Universities column may request a MyAccess guest account. The user should:

  1. Go to
    Newtablink
    aliashttps://guest.ucsf.edu/
    urlhttps://guest.ucsf.edu/
  2. Click the 'Request A Guest Account' link
  3. Complete the form, making sure to select Wiki as the Sponsoring Group and mention the space name or space administrator name in the Reason field
  4. Click the Request Account button to submit the request

Once the request has been approved by the Wiki@UCSF Administrators, the user will receive an email with instructions for setting up the account.

Tip

When a user logs in to Wiki@UCSF for the first time, a wiki identity is automatically created for the user. Once this happens, you'll be able to add the user to groups or give individual user permissions (see #Managing Permissions section below).

Managing Permissions

To manage permission for your space, go to the Browse menu (top right) and select Space Admin, then select the Permissions link (on the left side menu) to see which groups and individuals have permission to access your space.

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To change or add permissions, click the Edit Permissions button. Check/uncheck boxes depending on what kind of permissions you want to give, then click the Save All button.

Groups

You can manage your own user groups by clicking the Manage Users/Groups tab. This option is recommended if you want to be able to change permissions for a large number of users at the same time.

For detailed instructions, see Managing Your Own Groups.

Individual Users

Instead of using groups, you can give individual users permissions in your space. This option is recommended if you don't have a lot of users, or you want to give different permissions to different users.

To add an individual user, click the Edit Permissions button and start typing the user's name. When you see the user you want, click his/her name then click the Add button.

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The user's name will appear in the list of Individual Users with View permissions only. Check additional boxes based on the permissions you want to give and then click the Save All button.

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Note

If you can't find the user, he/she may not have a wiki identity yet. You can either:

  1. Tell the user to log into the wiki. This will automatically create the user's wiki identity and then you'll be able to add the user to groups.
  2. Get the user's MyAccess ID (not password) and send it, along with the user's first/last name and email address, to the
    Newtablink
    aliasWiki Administrators
    urlhttp://www.library.ucsf.edu/contact/emailform?To=wiki-admin
    .  The wiki administrators will manually create the user's wiki identity.
Anonymous Access

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Tip

For detailed information about permission types, see the Confluence documentation on

Newtablink
aliasAssigning Space Permissions
urlhttp://confluence.atlassian.com/display/DOC/Assigning+Space+Permissions
.

Space Admin controls are found in the Space Tools menu at the bottom of the left sidebar.

If you're the owner of a space or you've been given Space Admin permissions by the owner, you'll see menu options to control user access and permissions, change the look and feel of the space, and modify other settings.

Space Administrators are the first level of support for granting access to their wiki space.  They are empowered and have the capability (and are better equipped to know the levels of permissions that would be appropriate) to manage users into their Wiki Space. Space Admins have full access to the tools that enables them to do that.  Wiki Admins support them if they run into issues.

In addition to the instructions below for space administrators, check the Wiki Basics and FAQs pages for more information. If you have any further questions, please email the wiki administrators.



Space Admin FAQs

How do I give someone access to my space or find out who already has access?
In your space, click the Space Tools menu (bottom left) and select Permissions. For instructions, see View/Change Permissions and the other links in the 'User Access/Permissions' panel to the right.
Which users are in a user group?
You can use the User List macro to display a list of users in a group. For instructions, see User Group Maintenance. Space Administrators can create a new user group or add/remove users in a group using the Custom Space User Management tool under within Space Tools.
Is it possible to let users see or edit certain pages in a space but not others?
To set restrictions for a page, click the lock icon above the page name. Remember that Viewing/Editing restrictions on a page do not grant viewing/editing permissions to users — they restrict these permissions to certain users or groups among those who have already been granted these permissions in the space (see View/Change Permissions). For additional documentation, see Page Restrictions and Permissions and restrictions.
Is there a list of all restricted pages in my space?
In your space, click the Space Tools menu (bottom left) and select Permissions. Click the Restricted Pages tab to see the list. For additional documentation, see View all restricted pages in a space.
Can I recover a deleted page or attachment?
In your space, click the Space Tools menu (bottom left) and select Content Tools. Click the Trash tab to see a list of deleted pages and attachments. Click the Restore link to the right of the one(s) you want to recover. For additional documentation, see Restore deleted pages.
Can I modify the left sidebar?
In your space, click the Space Tools menu (bottom left) and select Configure Sidebar to modify elements as desired. Don't forget to click the Done button at the bottom to save your changes. For additional documentation, see Configure the Sidebar.
Can I use Google Analytics in my space?
You can use the HTML macro to insert Google Analytics tracking code on any page you want to track in your space. Go to the page you want to track, click Edit, and add an HTML macro in the body of the page by typing {html}. Inside the HTML macro block that appears, paste the javascript tracking code copied from your Google Analytics account. Don't forget to save the page when you're done. It may take up to 24 hours for your data to appear in Google Analytics.
How do I delete my space?
If you no longer need your wiki space, please email the wiki administrators to request that it be deleted. Keep in mind that once the space is removed, it is no longer recoverable. If you want to make a backup of the content in your space before it is removed, see Export Content to Word, PDF, HTML, and XML.



User Access/Permissions

Find out who has access to your space and what they can do there
Add/Remove Individual User
Grant access and permissions to users on an individual basis
Create or maintain a user group for your Space; Set up a page to display a list of users in a group
More Information
All about wiki accounts, space types, and permission types

Additional Documentation

These links go to the Confluence Documentation website: