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Guides: Restrict access to a guide by IP address or password

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Access Rules

Access Rules (a CMS-only feature) allow you to limit access to your guide based on an user's IP address. An IP (or "Internet Protocol") address is a numerical label assigned to each device participating in a specific network.

  • When you add an access rule to your guide, you're stating which IP addresses are allowed to view your guide.
  • Users outside of those IP addresses attempt to view your guide, they will instead see an "Access Restricted" error page.
  • Guides protected by IP access rules will not display in public search results unless the user is within the allowed IP address range.
Important: Make sure the first rule you add includes your own IP address -- otherwise, you'll lock yourself out of your own guide! If this happens, on of your LibGuides Admins can actually remove the rule by going to Admin > System Settings > Access Rules.

To add an access rule to a guide:

  1. Edit your guide and click on the Edit Guide button (it will reflect the current status of your guide).
  2. Select Access Controls from the dropdown.

Selecting Access Controls from the Edit Guide dropdown

  1. In the Access Restrictions window, go to the Access Rules tab.
  2. Click the Add Rule button.

Clicking the Add Rule button

  1. You can enter either a range of IP addresses, or a single IP address.
    • If you want to use a single IP address, put the same IP in the starting & ending fields.
    • Otherwise, enter a starting and ending IP address to cover a range of addresses.
  2. In the Note field, include some information that helps you figure out what the IP rule does (e.g. "on-campus IP range" or "Anna @ Springshare").
  3. Click Save.

Adding a new access rule

Edit or remove an access rule

  1. To edit an access rule, just click on the edit () icon in the Action column.
  2. To delete an access rule, click on the delete () icon in the Action column.

Options to edit or delete an access rule


Set a guide password

Another way to restrict access to your guide is by requiring a password (a CMS-only feature). This is a password that you create and must be entered before a visitor can view the guide's public pages.

Important note about password restrictions

When a guide is password-restricted: 

  • Its contents will be indexed on the public side (unless it is an Internal guide type), but only folks who know the password will be able to access it.
  • Its contents will also be reusable by any other guide authors in the system, unless you also set your Sharing Restriction to "No".
  • This is guide level only - you cannot password protect individual pages or boxes. You can, however, put pages and boxes in "draft mode" to hide them.
  • The password restriction applies to the public view of your guide; users will not be prompted for the password when editing the guide. 

To set a password: 

  1. Edit your guide and click on the Edit Guide button (it will reflect the current status of your guide).
  2. Select Access Controls from the dropdown.

Selecting Access Controls from the Edit Guide dropdown

  1. In the Access Restrictions dialog box, go to the Password tab.
  2. Enter a password into the Guide Password field.
  3. Click the Save button.

Adding a password to a guide

Once you've set a password, users will be prompted to enter a password before they can view your guide's content.

Edit or remove a guide password

To change or remove a guide's password, return to the Access Restrictions dialog box (see Set a guide password, above):

  • To change an existing password, edit the current text in the Guide Password field.
  • To remove a password, delete all text from the Guide Password field.

When finished, click the Save button.