Restrict Document Folder Access

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Grant and restrict document folder access by role or user group.

Document folders and sub-folders can be accessed or restricted to any Role or User Group. This page details how to grant/revoke document folder access.

Please review what is/is not possible to accomplish in terms of Folder and Document restriction permissions:

You Can

You Cannot

Grant/restrict access by Role and User Groups. However, you cannot restrict an individual user from accessing a folder.
Create specific groups of users you know will need to access folders and documents. This can be done in Admin > User Groups if your permissions allow you to do so.
Restrict access to a sub-folder. Parent and sub-folder permissions can be configured separately and can contain different Roles and User Groups.
Grant folder access to a single user. This is done through the Add Assignment function on the Document Folder Details page.

Restrict access to a single document within a folder. If a role or user group has access to a folder, then they have access to all contents of that folder.

Restrict Document Folder Access

This function allows admins to grant/revoke folder and sub-folder access by Role.

Navigate to the Documents module and select Document Folders from the top banner menu.
Click the folder name. You will be redirected to the Folder Details screen.
Depending on the folder you are trying to configure, select either the Edit Folder Access or Edit Sub Folder Access buttons.

If Edit Folder Access is clicked:
Select the roles that will have access to this folder, then click Ok. You can save new Role entries by clicking the small black X.

If Edit Sub Folder Access is clicked:
Access permissions can be applied to as many or as few sub-folders as needed. Select the folders that will be accessible to the roles by checking, then use the Operation Type drop-down menu to set the permissions. Click Save when finished.

Add New User / User Group Assignments

This function allows admins to add individual users and user groups to folder and sub-folders.

Navigate to the Documents module and select Document Folders from the top banner menu.
Click the folder name. You will be redirected to the Folder Details screen.
Click the Add Assignments button in the Assigned User Group section of the page.
Select either User or User Group from the Type field, then select the respective user or user group in the User field.
The Assign Roles field will be filled in automatically based on the pre-set role assignments.