Each project (knowledge base) can operate in one of two access modes:
Public — anyone on the internet can visit the portal and read articles, no authentication required.
Private — only readers whose email addresses (or email domains) have been pre-authorized can access the portal. Unauthorized visitors are shown a denial page and can request access.
Who can use this?
Admin users only. The access type is configured in Projects > Settings.
How to change the access type
1. Go to Projects > Settings.
2. Find the Access Type field.
3. Select Public or Private.
4. Click Save Settings.
5. The change takes effect immediately for all new visitor sessions.
Public mode
In public mode, the portal is open to everyone. No login or verification is required. Any visitor who knows the portal URL can read all published articles.
This is the default mode for new projects.
Private mode
In private mode, any visitor who is not already verified is redirected to an authentication page when they try to access the portal.
How private access works for readers
1. The reader visits the portal URL (e.g., `/base/acme-help`).
2. They are redirected to the email verification page.
3. They enter their email address and click Send Code.
4. The system checks if the email (or its domain) is on the authorized list:
- If authorized: a 6-digit one-time code is sent to their email. The code is valid for 5 minutes.
- If not authorized: they are shown a denial page. From there, they can click Request Access to notify the project admins.
5. The reader enters the 6-digit code on the verification page and clicks Verify.
6. If the code is correct and not expired, they are granted access for the current browser session.
7. They can now browse all articles in the portal.
Authorized readers can log out of the private portal by clicking a Log Out link on the portal. This clears their session and they will need to verify again on their next visit.
Code expiry and rate limiting
- The verification code expires in 5 minutes.
- After 5 failed attempts on the same code, the reader is blocked: "Too many failed login attempts. Please request a new verification code." They must restart the email verification flow.
Requesting access (for unauthorized readers)
If a reader's email is not on the authorized list, they see a denial page. From there:
1. They click Request Access.
2. They can optionally include a message explaining why they need access.
3. Their access request is recorded and "all project Admins are notified by email" (see Email notifications).
4. The reader sees a confirmation: "Your access request has been submitted."
An Admin can then approve or reject the request from the admin panel (see Managing authorized).
Limits and constraints
Switching from private to public immediately opens the portal to all visitors.
Switching from public to private immediately restricts access — existing visitor sessions that were already verified remain active.
One reader cannot submit duplicate access requests for the same project.