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Granting users permission to load items while hiding the organizational item for those items

In certain scenarios, you want to grant users the ability to load (that is, read) certain content items, but deny them the ability to see those content items in their organizational items. This task describe a best-practice approach to accomplishing this goal.

About this task

Often, users require the ability to load items without having to see them. A good example are the Schemas underlying an author's Components and Pages. Without permission to read such Schemas, the author cannot modify the Components or Pages. At the same time, there's no benefit to showing those users those Schemas.

Procedure

  1. In your Publication, create a Folder to act as a supercontainer for all the content items that you want a specific group of users to be able to read, but not see. A good name for such a Folder would be System.
  2. Make it impossible for this group of users to see this Folder. You can accomplish this in a variety of ways. For example, you can remove read permissions for the group, or you can explicitly deny read permission for the group.
  3. Within this Folder, create subfolders as needed for the various types of content items that the users should be able to read, but not see. For example, create a subfolder for all Schemas called Schemas.
  4. Grant your group of users read access to this Folder. This means those uses will be able to load (that is, use) the items in the subfolder.

What to do next

Your users can now modify all content items that use the content items in the System subfolders you've made available to them, but can never navigate to those subfolders in the Publication tree.