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Configure Content Rules ​

Content Rules grant groups access to records based on conditions you define. They allow fine-grained access control to Campaigns, Publications, Publication Items, Assets, Campaign Items, Products, and Templates.

Each rule specifies a collection (e.g., Campaigns), one or more content groups to grant access to, and optional conditions that determine when the rule applies. You can also choose to grant write access in addition to read access.

Create a content rule ​

  1. Go to Settings → Content Rules.
  2. Click Add content rule.
  3. Fill in the rule details:
    • Content rule name — a clear, descriptive name for this rule
    • Content groups — select the group or groups that should gain access when this rule applies
    • Access levels — by default, groups have read-only access. Check Give permission to edit content to allow editing
    • Collection — choose which type of content this rule controls (Campaigns, Publications, Publication Items, Assets, Campaign Items, Products, or Templates)
  4. Define conditions (optional):
    • If you don't add conditions, the rule applies to all records in the collection.
    • If you add conditions, the rule applies only to records matching those conditions (for example, Campaign status equals "In Review").
  5. Click Save.

Apply content rules ​

After creating or modifying rules, you must apply them to make the changes take effect:

  1. On the Content rule overview page, click Apply content rules.
  2. The system processes the rules and updates access for all content. This may take a moment for large teams.
  3. After the job completes, the "Date applied" column shows when each rule was last applied.

Edit a content rule ​

  1. Go to Settings → Content Rules.
  2. Find the rule in the table and click the edit icon.
  3. Update any of the rule details (name, groups, access levels, collection, or conditions).
  4. Click Save.
  5. Click Apply content rules to make the changes take effect.

Delete a content rule ​

  1. Go to Settings → Content Rules.
  2. Find the rule in the table and click the delete icon.
  3. Confirm the deletion.
  4. Click Apply content rules to update access based on the remaining rules.

How rules work together ​

When multiple rules apply to the same content, the system grants access to all matching groups. For example:

  • If Rule A grants Group A read access to Campaigns in "In Review" status, and
  • Rule B grants Group B read access to all Products from "EMEA" region,
  • Then a Campaign in "In Review" status will have Group A with read access, and a Product from "EMEA" will have Group B with read access.

If both rules specify write access for their respective groups, those groups will have write access to matching records. If different rules grant the same group different access levels (read in one rule, write in another), the group receives the highest level of access.

Common rule scenarios ​

Scenario 1: Regional access
Create separate rules for each region:

  • Rule: "EMEA access" → Groups: EMEA Team → Collection: Campaigns → Condition: Region = "EMEA"
  • Rule: "APAC access" → Groups: APAC Team → Collection: Campaigns → Condition: Region = "APAC"

Scenario 2: Role-based review access

  • Rule: "Editor review" → Groups: Editors → Collection: Publications → Condition: Status = "In Review" → Write access enabled

Scenario 3: Product team access

  • Rule: "Tech team assets" → Groups: Tech Team → Collection: Assets → Condition: Category = "Technical Drawings" → Write access enabled

Conditions ​

Conditions allow you to target specific records. Common condition properties include:

  • Status — e.g., "Draft", "In Review", "Approved"
  • Region or Market — geographic or organizational segments
  • Category or Type — content classification
  • Team or Assigned to — ownership fields
  • Custom data fields — any data fields configured for the collection

Conditions use comparison operators like equals, contains, or is greater than, depending on the data type.