Introduction
Access Tags are labels that you choose and attach to the archive’s Groups, Restrictions and User accounts. The archive organises these by Permissions. Access Tags let you organise them in a way that also makes sense to your own people, for example by cultural structure (such as clans, language groups or family lines), community structure, or organisational structure (such as departments, partner organisations or volunteer programmes).
Once your Groups, Restrictions and User accounts are tagged, you can filter the Groups, Restrictions and Users pages by tag. This helps you answer questions such as which Groups, Restrictions and User accounts belong to a particular part of your community, something the Permissions structure alone cannot show.
It is recommended that you read About the archive’s Users, Groups & Permissions model before you start tagging.
Note: an Access Tag is a label only. It does not grant any access or change any Permissions. Adding or removing a tag never changes what a User can see or do.
Note: Access Tags are not the same as Card Tags. Card Tags are a separate list used to classify Cards. See Managing Card Tags.
How Access Tags work
- One shared list: the archive has a single list of Access Tags that is shared by Groups, Restrictions and User accounts. The same tag can be applied to all three. For example, a tag naming a language group can be applied to that language group’s Group, to the Restriction that protects its material, and to its members’ User accounts.
- Any number of tags: a Group, Restriction or User account can have any number of tags, or none.
- Restrictions and their Groups are tagged separately: when you create a Restriction, the archive also creates a Group for it. The tags you choose for the Restriction are not copied to its Group, so choose the Group’s tags separately.
- User tags are independent of Group tags: a User account’s tags are separate from the tags on the Groups it belongs to. If a User moves between Groups, the User account’s tags do not change automatically.
- Who can change the tag list: only a Super Administrator on the Master archive can add, rename or remove Access Tags.
- Who can apply tags: administrators who can edit Groups, Restrictions or User accounts can apply and remove tags on those records using their existing permissions. No additional permission is needed.
To add, rename or remove Access Tags, apply them to records, or filter lists by tag, see Managing Access Tags.
Starting tags
Every archive includes two Access Tags to start with: ‘User Role’ and ‘Content Access’. The archive’s Groups were tagged with them according to their Permissions. Groups with ordinary (non-restriction) Permissions were tagged ‘User Role’, and Groups with content restrictions enabled were tagged ‘Content Access’. A Group can have both tags or neither. The Guest Group is always tagged ‘User Role’ and the Super Administrator Group is tagged ‘User Role’ only.
You can rename or remove these two tags, and change the tags on any Group, in the same way as any other tag.