We’ve all heard the phrase “Less is more”, and unless we’re talking about whipped cream on pumpkin pie, I wholeheartedly agree. The less stuff we have to deal with, the easier it is to get things done.
In our policyIQ training session on the Capital Appropriations Process held yesterday, our co-host Patrick Griffiths of SIRVA stressed this point related to the Folders that your users see in policyIQ. At SIRVA, they are diligent about allowing users to see only those Folders that are relevant to the work that they are doing in policyIQ. From Patrick’s perspective, it’s not a security issue, but rather an issue of convenience. Fewer Folders in the navigation means that it is easier for a user to find what he or she is looking for.
This is such a great point, and we started thinking about some of those other areas of policyIQ where you might want to limit what a user sees in order to make it easier. One area that jumped out at us was the list of Templates that a user sees when creating content.
Did you know that you can limit the list of people who can create content from any given Template?
Security and governance are always great reasons to restrict access in policyIQ, but have you considered restricting access because it’s just easier for your users? When I create a new page in policyIQ, it would be easier for me to see just those three Templates that I am supposed to be using, versus the fifteen Templates that were created by other departments. I’m less likely to use the wrong Template – and less likely to get frustrated and decide to just keep my Word document on my hard drive or send it out via email.
Making the Adjustment is easy!
Adjustment to the Creators property on a Template must be done by a user who can administer that Template. If you don’t have the rights to administer the Template, reach out to your policyIQ Site Administrators and ask for their help.
Administrators of the Templates can follow these easy steps:
1.) Navigate to Setup > Templates, and click on the Category where the Template is located. (Not using Categories? Your Templates will all be under “Unfiled” – and there’s another blog post just itching to be written about using Categories to make things easier!)
2.) Your list of Templates will load in the table to the right. Double-click on the Template you wish to adjust.
3.) Do you see the tab called “Page Security“? This tab holds all of the security properties that relate to the content that is created from this Template. Right at the top, you’ll find Creators.
4.) Use the icon to select your Groups who will be permitted to create content using this Template. (Remember to use Groups and not individual user names, as users will shift. You don’t want to have to update every Template with every new employee!)
Managing policyIQ – or any application – is a balancing act. You want to have the right mix of restrictions for the purposes of security and convenience, without making the site either too restrictive for users or too cumbersome to maintain. If you are struggling with this balance, let us know and we’d be happy to be a sounding board and offer advice on how to find that balance!