Managing Access Policies

Publisher provides comprehensive tools for managing access policies. This guide covers viewing, editing, and monitoring your access control settings.

Viewing Policy Details

Navigate to Access Policies through the left sidebar and select any policy to view its details. While Public and Registered policies only show collection associations, Controlled Access policies provide three detailed sections:

Allow List Management

The Allow List section shows all users with access permissions. Each entry includes:

• Email address

• Date added to the policy

• Last active date

• Terms of Use acceptance status

To manage the Allow List:

Filtering and Search

1. Use the search bar to find specific email addresses

2. Filter by date added or "Terms of Use" acceptance

3. Combine filters to narrow results

Downloading User Data

1. Click the "Download" button above the user list

2. The downloaded CSV includes all currently filtered results

3. The file contains user details, access dates, and acceptance status

Adding Users

1. Click "Edit Allow List"

2. Enter email addresses, separated by commas or line breaks

3. Save changes to grant immediate access

To replace the list of emails entirely, please see the Edit Policy section of this page.

Viewing User Details

Select any user to see:

• Complete access history

• All accepted "Terms of Use" versions

• Access request details if applicable

• Timeline of status changes

Access Request Administration

When managing requests through Publisher, this section tracks all incoming access requests:

Request Review

1. View pending requests with full form responses

2. Access user details and submitted information

3. Make approval decisions with optional feedback

4. Track request status changes

Request Management

1. Filter requests by email, date, or status

2. Download complete request data as CSV

3. Review request history and communications

4. Send notifications to requestors

Downloading Request Data

1. Click "Download" in the Access Requests section

2. The CSV includes:

   • User information

   • Form responses

   • Request dates

   • Current status

   • Administrator feedback

Collection Association

Monitor and modify which collections use this policy:

Viewing Associations

• See all collections using the policy

• Check which services are enabled

• Review access patterns

Changing Policies

1. Click "Change Policy" next to any collection

2. Select a new policy from the dropdown

3. Confirm the change to update access immediately

Edit Policy

To edit a Controlled Access policy:

1. Click "Edit Policy" from the policy details page

2. Modify settings:

   • Update policy name

   • Revise email allow list

   • Adjust access request configuration

   • Update Terms of Use settings

3. Save changes to apply them immediately

Always verify collection associations before making significant changes, as updates affect user access instantly.

Deleting Access Policies

Controlled Access policies can be deleted when no longer needed, but require careful preparation to avoid disrupting user access.

Before Deleting

1. Review all collections using the policy

2. Plan alternative access controls for affected collections

3. Communicate changes to impacted users

Remember that policy deletion cannot be undone. Consider archiving policies by renaming them if you might need the configuration again in the future.

Deletion Steps

1. From the Access Policies dashboard, locate the policy to remove

2. Hover over the policy row to reveal the delete (trash) icon

3. Click the delete icon

4. Confirm deletion in the popup dialog

Error deleting a policy

If you encounter an error while deleting a policy, it means that the policy you are deleting is associated to one or many collection services, and therefore, you must reassign the access policy to some other policy before trying to delete the policy again.