The Avalon Media System allows different levels of access to be assigned to items during their creation. Assigning access control to items can be useful when items or collections need special handling, either due to sensitive content, privacy concerns, or legal requirements. This user guide will explain the different levels of access control and how they are assigned to an item in Avalon.
The following instructions for setting Access Control and granting Special Access refer specifically to published items. Unpublished items, regardless of their access levels, are viewable only by collection members. Leave items unpublished if their details (metadata, structure, access control, etc.) are not yet finalized.
When an item is created, its access controls settings will default to whatever is set at the collection level.
Additionally, "Hide this item from search results" can be used to make an item available via URL only, and the item will not appear using browse or search. This can be a useful option if the person to whom access is being granted does not have a username or account with Avalon. The item will still be available to the general public (no login required), but access will only be available through a URL.
Beyond the basic access control levels defined above, special access can be given to individual users, specific groups of users, and certain IP addresses or range of IP addresses.
Each type of special access can also be further controlled by setting a date range for access. This can be useful if access should be limited to a short time span (e.g. a week or a month) or a pre-determined set of dates (e.g. the duration of a semester or an eight-week course). Leaving these fields empty will set access control to be open-ended.