Files.com makes it simple to control user access permissions for folders within your site. Access permissions can be dictated on the user or group level.
Permissions can also be layered together between Group and User settings to provide additional customization to suit individual user’s needs.
No matter which method you choose to assign folder access permissions, your changes will automatically apply to impacted users upon saving the permission. This is especially useful when adding a new folder permissions for all users within an existing group.
Site administrators can assign users or groups the following permissions:
||Able to read, write, move, delete, and rename files and folders.|
||Able to list and download files and folders.|
||Able to upload files and create folders.|
||Able to list and preview files and folders, but not download.|
||Able to view the history of files and folders. (Enterprise-only feature)|
Site administrators will use an identical workflow to create a permission for both groups and users.
To begin, navigate to appropriate settings page (either Group, User, or Folder) and click on the Folder permissions section to activate the permission table.
Use the Add folder permission button to start creating the folder access permission.
Choose the folder you would like to grant permissions for. You can navigate to sub-folders by clicking on the folder icons with a + symbol on them. Please note that folder permissions must be created one folder at a time. You cannot check multiple folders from this screen.
In the Add Permission drop down field, select the appropriate access permission.
Finally, select if you would like this permission to apply to all sub-folders from this folder, or only for the folder selected. If you would like to only apply to the selected folder and not the recursive sub-folders, then check the This folder only (not sub-folders) checkbox. If enabling this setting, you are still able to add additional folder permissions for select sub-folders by creating a new permission and select the sub-folder desired.
If you forget what the various permission levels represent, you can click in the Terms and symbols shaded box to display a full description.
Once added, all permissions will be displayed in the table. You may see an asterisk on a permission bubble in the table. This indicates that access to the specified folder has been granted only to the target folder, but not to any of its sub-folders. See This folder only (not sub-folders) setting above.
Files.com also allows Enterprise and Enterprise Premier users to grant groups and users permission to view the event history for a given folder and the files contained within. This is an additional setting to be combined with another access level permission. To enable this setting, add a new (additional) permission and select the View history option in the Add permission dropdown box. A black
History and green
Files (List/Preview) bubble will now be displayed in the row corresponding with that folder.
Site administrators are able to revise group folder permissions using a similar workflow. There is no way to edit a specific permission, so you can simply delete the folder permission row and add the updated permission setting.This saves time, increases accuracy, and is duplicatable by all administrators on the account.
While in the Folder permissions setting table, choose the row containing the folder path and click the Delete button and then click the Yes, delete button to confirm deletion. This will permanently remove the folder permission setting.
Group Level Permissions
Most administrators prefer to start by setting folder permissions on the group level. When a user is added to a group, either during new user creation or by editing the user profile, they will automatically inherit all folder permissions assigned to the group.
Some examples might include:
- All users in the company have the ability to list and preview all files in the Company Documents folder.
- Non-administrator members of the IT team need full access to all IT department folders and files and view history permissions for all other files on the server.
- Only members of the Human Resources department should be aware of and have access to the HR folder. Anyone within this department can have Read/Write privileges to the files contained within.
To view the and modify the permissions for a particular group, navigate to the group settings using Settings > Groups tab, and then click the group name to open the group profile.
User Level Permissions
Often, site administrators will need to grant additional permissions to folders on an individual user basis. This can include folders not-covered in the group definition or even override a folder permission set on the group level.
In our examples above, we declared that all users will have the ability to list and preview all files within Company Documents folder; however, no group has been declared full access to the folder. If John and Maria are responsible for editing the content, they would be granted an individual Full permission for the folder and recursive sub-folders which will override the application of their assigned group permission.
To view the and modify the permissions for a particular user, navigate to the user profile using Settings > Users tab, and then click the username to modify.
Note that only folder permissions granted to the individual user are listed in this table. Group permissions are not displayed in the user’s profile.
Manage Permissions Within a Folder
Administrators can view, modify, and add both group and user permissions for a specific folder using the folder settings screen.
To begin, navigate to the desired folder using All Files and clicking on the desired folder.
Next click on the Gear Icon to open the folder settings.
Click in the Permissions area to view the current group and user access for this specific folder. Remember that any permission bubbles containing an asterisk
* indicate that the user/group has permissions for this folder only and not the recursive sub-folders.