How do a guide's publication status, guide type, and group type affect its visibility?

The publication status of your guide determines whether or not it can be viewed by the public, such as on your homepage and in search results. However, did you know that the guide type and group (if you have CMS) can also affect the visibility of your guides?

To give you a better sense of how these all work together to determine the visibility of your guides, we've compiled the following rubrics, organized by the current publication status of your guide (i.e. Published, Private, or Unpublished). 


My guide is Published

If your guide has a publication status of Published, then it will have the following visibility:

Guide availability Will be visible to the public
Guide lists & widgets Will appear in all guide lists (i.e. All Guides, By Subject, etc. on your homepage) and widgets
LibApps LTI Tool Can be displayed in the LibApps LTI Tool
LibGuides search results Will appear in search results
External search engines If your site has enabled search engine indexing (Admin > System Settings), your guide will be made available for indexing by third-party search engines (e.g. Google)

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How guide types affect the visibility of published guides

The guide type assigned to a Published guide can have an impact on its visibility.

Guide Type Guide lists LibGuides search results External search engines LibApps LTI Tool
General Purpose, Course Guide, Subject Guide, Topic Guide Will appear in all guide lists and widgets Will appear in search results Will be made available to search engines (e.g. Google) if search engine indexing is enabled Can be displayed in the LibApps LTI Tool
Internal Guide, Template Guide Will not appear in guide lists or widgets Will not be indexed so will not appear in search results Will not be made available to search engines (e.g. Google) Will not be available in the LibApps LTI Tool

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How group assignments affect the visibility of published guides

If a Published guide is assigned to a group (CMS only), that group's access type can affect the availability of that guide.

Group Type Guide availability Guide lists LibGuides search results External search engines LibApps LTI Tool
Public Will be visible to the public Will appear in all guide lists and widgets Will appear in search results Will be made available to search engines (e.g. Google) if search engine indexing is enabled Can be displayed in the LibApps LTI Tool
Restricted Will be available to the public, but can only be viewed by authenticated users (either via a password, IP address authentication, or LibAuth authentication) Will appear in all guide lists and widgets If an IP-based access rule is in place, guides will not display in public search results unless the user is within the allowed IP address range. Will be made available to search engines (e.g. Google) if search engine indexing is enabled Can be displayed in the LibApps LTI Tool
Internal Will not be visible to the public. Will only appear in guide lists if a user has access to the group and is signed into LibApps. Will only appear in search results if a user has access to the group and is signed into LibApps. Will not be made available to other search engines (e.g. Google). Will not be made available to search engines (e.g. Google) Will not be available in LibApps LTI Tool

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How access rules affect the visibility of published guides 

If an access rule is in place (CMS only), a Published guide may be restricted to only certain users.

Rule Type IP-Based Rules LibAuth Authentication Rules
Site-wide rules User's IP address must be within the specified ranges in order to view any guides. User must successfully authenticate with LibAuth in order to view any guides.
Group rules User's IP address must be within the specified ranges in order to view any of the group's guides. All other guides not covered by an access rule will be unaffected.

Guides within the protected group will not display in public search results unless the user is within the allowed IP address range.
User must successfully authenticate with LibAuth in order to view any of the group's guides. All other guides not covered by an access rule will be unaffected.
Guide rules User's IP address must be within the specified ranges in order to view the restricted guide. All other content not covered by an access rule will be unaffected.

Guides protected by IP access rules will not display in public search results unless the user is within the allowed IP address range.
User must successfully authenticate with LibAuth in order to view the restricted guide. All other content not covered by an access rule will be unaffected.

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My guide is Private

If your guide has a publication status of Private, then it will have the following visibility:

Guide availability Will be visible to the public, but only by entering its URL
Guide lists & widgets Will not appear in guide lists (i.e. All Guides, By Subject, etc. on your homepage) or widgets
LibApps LTI Tool Can be displayed in the Manual LibApps LTI Tool if the logged-in user has a LibApps account (and is logged into LibApps); but will not be available to the Automagic Tool
LibGuides search results Will not appear in search results (including the "Search this guide" scope)
External search engines Your guide will not be made available for indexing by third-party search engines (e.g. Google)

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How guide types affect the visibility of private guides

The guide type assigned to a Private guide can have an impact on its visibility in the LibApps LTI Tool.

Guide Type LibApps LTI Tool
General Purpose, Course Guide, Subject Guide, Topic Guide Can be displayed in the Manual LibApps LTI Tool
Internal Guide, Template Guide Will not be available in the LibApps LTI Tool

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How group assignments affect the visibility of private guides

If a Private guide is assigned to a group (CMS only), that group's access type can affect the availability of that guide.

Group Type Guide availability LibApps LTI Tool
Public Will be visible to the public, but only by entering its URL Can be displayed in the Manual LibApps LTI Tool
Restricted Will be available by entering its URL, but can only be viewed by authenticated users (either via a password, IP address authentication, or LibAuth authentication) Can be displayed in the Manual LibApps LTI Tool
Internal Will only be available by entering its URL if a user has access to the group and is signed into LibApps. Will not be available in LibApps LTI Tool

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How access rules affect the visibility of private guides 

If an access rule is in place (CMS only), a Private guide may be restricted to only certain users.

Rule Type IP-Based Rules LibAuth Authentication Rules
Site-wide rules User's IP address must be within the specified ranges in order to view any guides. User must successfully authenticate with LibAuth in order to view any guides.
Group rules User's IP address must be within the specified ranges in order to view any of the group's guides. All other guides not covered by an access rule will be unaffected. User must successfully authenticate with LibAuth in order to view any of the group's guides. All other guides not covered by an access rule will be unaffected.
Guide rules User's IP address must be within the specified ranges in order to view the restricted guide. All other content not covered by an access rule will be unaffected. User must successfully authenticate with LibAuth in order to view the restricted guide. All other content not covered by an access rule will be unaffected.

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My guide is Unpublished

If your guide has a publication status of Unpublished, then it will have the following visibility:

Guide availability Will not be visible to the public, only by logging into LibGuides and editing the guide
Guide lists & widgets Will not appear in guide lists (i.e. All Guides, By Subject, etc. on your homepage) or widgets
LibApps LTI Tool Will not be available in the LibApps LTI Tool
LibGuides search results Will not appear in search results
External search engines Your guide will not be made available for indexing by third-party search engines (e.g. Google)

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How group assignments affect who can edit unpublished guides

If an Unpublished guide is assigned to a group (CMS only), that group's access type can affect who is able to edit that guide.

Group Type Guide availability
Public User (including the guide owner) must have access to the group.
Restricted User (including the guide owner) must have access to the group; if an IP-Based Rule is in place, then user's IP address must also be within the specified ranges.
Internal User (including the guide owner) must have access to the group.

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How access rules affect who can edit unpublished guides 

If an IP-Based access rule is in place (CMS only), an Unpublished guide may be restricted to only certain users.

Rule Type IP-Based Rules
Site-wide rules User's IP address must be within the specified ranges in order to edit any guides. 
Group rules User's IP address must be within the specified ranges in order to edit any of the group's guides. All other guides not covered by an access rule will be unaffected.
Guide rules User's IP address must be within the specified ranges in order to edit the restricted guide. All other content not covered by an access rule will be unaffected.

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