File/Folder Access Control

Overview

Control which users or roles can access specific files or folders in Document Management. Define what they can do by giving them viewer, contributor or manager permission.

How to access Document Management Access Settings

1. Click Documents
2. Open the more menu of a file or folder
3. Click Folder details (or File details)
4. See Access settings

Enable Access Control

By default all files and folders are accessible to any In-house user with a role permission to view or edit documents.

To define access permissions for specific files or folders, you first need to enable access control. Go to access settings as described above in How to access Document Management Access Settings:

1. Activate Access Control toggle

You as the one who activated the toggle will automatically get added as a user with 'Manager' permission. Anyone else will not have access to this file or folder until you add them as describe in the next steps.

The only exception are users with the role permission 'Admin' which gives them unconditional access to every file and folder as described above in Access & Permissions.

While a file has a pending approval, you can't change its access permissions. Also see: Document Versioning & Approvals > File Approvals.

Add a Role or User

When access control is enabled, you can specify who can access the file or folder.

In the case of folders, these access settings are automatically inherited by all sub-folders and files.

To add a role or user:

1. Click Add a role or user
2. Optional: Use the search field
3. Click + next to the role or user (repeat if needed)
4. Click Confirm

Roles are listed first. Hover over a role to see all the users with that role assigned in the current project.

Change Permission for a Role or User

The following permissions are available:

• Viewer = Only view (gets automatically assigned to added roles and users)
• Contributor = Add, edit and move
• Manager = Add, edit, move, delete and set access control

To change the permission for a role or user:

1. Open the drop down menu which shows the current permission e.g. Viewer
2. Select the new permission e.g. Contributor or Manager

Access settings override role permissions.

For example if a user doesn't have the role permission to delete items in Document Management, but has Manager permission for an item, then the user can delete the file.

Remove Permission for a Role or User

To remove a role or user and their permission for the selected file or folder:

1. Open the drop down menu which shows the current permission e.g. Viewer
2. Click Remove user

Disable Access Control

Disable access control to deactivate all access settings and make the file or folder available for everyone again.

1. Deactivate Access Control toggle
2. Click Remove anyway

If you activate the toggle again, the previous access settings get restored and activated.

Inherited Access Settings

Folder Access settings are automatically inherited by all sub-folders and files.

When you open the access settings of an item that has inherited access settings, the Access Control toggle is enabled but greyed out because it cannot be disabled.

Change

It is not possible to disable access control for items with inherited access settings, but you can change them as described above in:

• Add a Role or User
• Change Permission for a Role or User
• Remove Permission for a Role or User

Restore

Once you made changes to the permissions, the inheritance gets deactivated for that item.

To delete your changes and activate inheritance again:

1. Click Restore changes

Move Files/Folders with Access Settings

You can move files and folder as described in Document Management > Move Files and Folders.

You get an additional confirmation message in case the moved item has inherited access settings and/or the target folder has (inherited) access settings:

'When moving items, their access settings will change to match the new folder's settings.'

1. Click Move anyway

In case an item has it's own access settings, it will keep those and not inherit them from the new parent folder.
In case an item has only inherited access settings, it will not keep them and will inherit the settings from the new parent in case there are any.

View Shared Items

To view a list of all files and folders that are shared with you by access settings:

• WebApp
• Mobile

This view is also accessible for subcontractors or anyone who doesn't have access to 'All files'.