Give externals limited access to specifics parts of our wiki spaces

[Petros Spyridakis]

Problem: We currently work with external companies and need to share specific information about our wiki spaces, under the current scheme we can only share entire wiki spaces.

Objective: The requirement is to be able to add externals to our wiki spaces and grant them access to parts of the documentation. As soon as we stop corporation we should be able to remove those users from our spaces or revoke their permissions.

Use case: When the company needed access to our QA documentation we had to rip it out into another space so we were able to share those docs. This is bad as our documentation structure would have to change each time we collaborate with externals because permissions can only be given per wiki space.

The possible solutions are:
1) We are gonna allow public links on this site, but the risk is high, as other users can also enable public links and share pages that we wouldn't want to share and there isn't a way to restrict the function of creating public links through profile management.

2) We have created a new Guest space where we can auto-copy any page in this space without giving access to the main Company Handbook. The problem with this solution is that we need to keep all the pages in the new space updated if we make a change to the main Company Handbook. So the main risk is to neglect the Guest’s Space.

Do you have any suggestions for a solution that we don't know?

[Rebekka Heilmann _viadee_ · Accepted solution]

You could work with page restrictions (depending on what level they are allowed or not allowed to see) and use two different user groups for the permissions.

When you remove the users from your instance, they then cannot access your Confluence instance anymore anyway.

Is it several other external companies needing different type of access?

[Petros Spyridakis]

There are already groups, the users and the guests, the problem is that some guests need to have access to one part of the wiki and some others will need to have access to another part. if they are in the same group we are gonna end up in a spot where the guests are gonna have access everywhere. The solution is to have multiple guest groups and we have this option but I was looking if there is something else.

[Rebekka Heilmann _viadee_]

As far as I know, there isn't really. You can use the "Guest user" feature, but that is mainly meant for whole spaces as well.

Are they only viewing content or editing as well? You could try the include-macro, but I'm not sure whether that regards restrictions on the original page.