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Table of Contents: Access Control Manager Instructions

I. Overview
II. Getting Started
III. Folder Tree
IV. Restricting Access

a. Restrict Access Using Access Accounts (individuals and groups)
b. Restrict Access Using FPS Accounts
c. Viewing Restrictions
V. Removing Restrictions
VI. Logging Out
VII. Getting Help


Overview

The step-by-step Web-based Access Control Manager (ACM) Wizard allows you to easily specify who should have access to specific files within your www_protected folder. Access may be restricted to Penn State Access Account userids, groups, class lists, or roles, and/or Friends of Penn State Accounts. At this time, user access to www_protected content is read-only, but you can use the PASS Explorer or other file transfer/creation methods to create content to place in your www_protected folder. Please refer to the PASS Explorer and/or Personal Web FAQ links provided via the left-side navigation for these instructions.

If you don't have Personal Web space, you can apply for it by completing the online quiz located at https://www.work.psu.edu/webspace/. If you already have Personal Web space, then you'll notice a www_protected folder located in your main PASS folder, along with your www folder.

To add restriction to content contained within your www_protected folder, follow the instructions outlined below.

If you're interested in creating a User Managed Group (UMG), then please review the User Managed Group Instructions via the left-side navigation. It should be noted that while anyone with an active Access Account (students, faculty, and staff) may be a member of a UMG, supervisors of the UMG must be full-time Penn State employees (inclusive of standing and fixed-term I positions, faculty members, and instructors).

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Getting Started

Launch the ACM Wizard via the link on the left-side navigation or by visiting https://protected.personal.psu.edu/. Note that authentication with your Access Account userid and password are required in order to gain access to the Wizard. The ACM Wizard uses Penn State WebAccess for authentication. For additional information about WebAccess, please visit the Penn State WebAccess Help page.

Upon successful authentication, the first ACM step/screen appears. On the left, you'll notice navigation that indicates where you are in the process. This navigation will always indicate where you are in the restriction process. For example, once you move to steps 2 and 3, the links for these steps will be reflected in the navigation area. On the right, you'll notice "step snapshots" where abbreviated instructions appear for each step/screen.

Special Note: If you receive the error message, "You currently don't have any folders to control access to" when attempting to authenticate to the ACM Wizard, it could mean that:

If this is the case, please contact the ITS Help Desk staff at itservicedesk@psu.edu for assistance. Include details like what you were trying to do, your Access Account userid, the error message you received, the Web browser you were using, etc. This type of information will help ITS Help Desk staff better assist you.

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Folder Tree

The first step/screen displays your www_protected Folder Tree. This shows all of the files and folders contained within your www_protected to which you can restrict access.

  1. Above the Folder Tree window, click the "Expand all" and/or "Collapse all" links to expand or collapse all folders at once. In addition, the folder location in your PASS is displayed as www_protected.
  2. In the folder window, click once on a folder's link to select it. For example, click "Documents" to restrict access to files and folders in your "Documents" folder. Below the Folder Tree window, the text "Selected item: Documents" appears.
  3. Click <Next> to continue to the next step.

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Restricting Access

After completing Step 1, the Access Restriction Selection screen appears as Step 2. Here, you'll choose to restrict access to the folder you selected in Step 1. You may restrict access using Access Accounts, Access Account groups/roles, and/or Friends of Penn State accounts, or you may view any restrictions previously assigned to this folder. Subsequent steps are contingent upon what you select on this screen, so they will differ depending on the option you choose. Choose an appropriate option, then click <Next> to continue to the next step.

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Restrict Access Using Access Accounts

  1. If you choose to restrict by Access Account userids, then the Access Account Userids Restriction Selection screen will appear. On this screen, you may restrict access to a folder by (Documents, for example) using Access Account userids or by using class lists, groups, and/or roles.
  2. For Restricting access to a folder using classes, roles and/or groups: Choose this option and click <Next>. The Groups Selection Restriction screen appears as the next step.
  3. From the groups window, click once on an appropriate group in the "All My Groups" listing to select it. Click <Add> to add it to the "Groups Used To Restrict Access" listing. Click <Next> to continue to the next step.
  4. For Restricting access to a folder using only Access Account userids: Choose this option and click <Next>. The Access Account Userids Restriction Selection screen appears as the next step.
  5. Click <Add>. The Directory Search window appears as a separate pop-up window.
  6. Enter either the Access Account userid or the last name for the individual and click <OK>.
  7. A list of search results appears. From this list, click the corresponding checkbox for the name/userid you wish to add. Then click <OK>. This takes you back to the Directory Search window. Add additional Access Account userids or click <Close Window> to return to the ACM.
  8. The name(s) and Access Account userid(s) now appear in the Access Account Userids Restriction Selection window. To remove users from this listing, click once on the user's name and click <Remove User>. Click <Next> to continue.
  9. Once individual users or groups are added, a Restriction Summary screen appears to complete the process. Listings are summarized by each type you choose (Access Account userids (groups or individuals) and/or FPS userids.

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Restrict Access Using Friends of Penn State Accounts

  1. From the Access Restriction Selection screen, choose to restrict access to a folder by using FPS userids. Click <Next>. The FPS Userids Restriction Selection screen appears.
  2. Click <Add>. The Directory Search window appears as a separate pop-up window.
  3. Enter either the FPS userid or the last name for the individual and click <OK>.
  4. A list of search results appears. From this list, click the corresponding checkbox for the name/userid you wish to add. Then click <OK>. This takes you back to the Directory Search window. Add additional FPS userids or click <Close Window> to return to the ACM.
  5. The name(s) and FPS userid(s) now appear in the FPS Userids Restriction Selection window. To remove users from this listing, click once on the user's name and click <Remove User>.
  6. Click <Next> to continue to the next step.
  7. Once individual users or groups are added, a Restriction Summary screen appears to complete the process. Listings are summarized by each type you choose (Access Account userids (groups or individuals) and/or FPS userids.

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Viewing Restrictions

  1. From the Access Restriction Selection Screen, click the "View current access restrictions" for the folder. Click <Next>.
  2. The Restriction Summary screen appears. Listings are summarized by each type you choose (Access Account userids (groups or individuals) and/or FPS accounts.

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Removing Restrictions

Restrictions of any type may be removed after they have been added .

  1. Return to Step 2, Restricting Access, by clicking this link from the left-side navigation. The Access Account Userids Restriction Selection screen appears.
  2. Choose the option for the type of restriction you wish to remove (Access Account userids or FPS userids), just as you did when you first added your restrictions. Click <Next>.
  3. As noted in the instructions adding for adding restrictions, move through screens, as appropriate, by clicking <Next> to get to the corresponding Access Account or FPS userid screens or to a group listing.
  4. Click once to choose the user or group and click <Remove User> or <Remove Group>. Click <Next>.
  5. The Restriction Summary screen appears, noting your latest changes/updates.

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Logging Out

To logout of the ACM Wizard, click "Logout" located on the top, left-side area of the screen, directly above the navigation area. This takes you directly to the WebAccess Logout screen. If you wish to logout of the ACM as well as all other WebAccess applications to which you may be logged in, click <Logout>.

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Getting Help

Problem reports and requests for assistance should first be directed to ITS Help Desk staff via e-mail to itservicedesk@psu.edu.

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