Folder Properties - Permissions

This tab allows you to view and modify folder permission settings. When a document is uploaded, it inherits the parent folder's permission settings. Even though settings for individual files can be changed, it is not recommended. Folder permissions are role specific, and cannot be set for individual users. Add the roles you wish to specify permissions for, and then create your settings for each selection. For instructions, see View/ Edit Folder Permissions.

If the role is not listed in the folder permissions, it means that the specific role does not have access to this folder. For instructions on granting a role folder access, see Add Account Roles to Folders.

  1. Go to the Project Documents Page.
  2. On the Project menu, click on the Folder Permissions link.

    3. The Folder Permissions page is displayed.

The fields and buttons located on this page are described below:

  • Apply: Select one of the following options:
    • Apply to folder: Select to apply folder permissions to only the current folder.
    • Overwrite existing (folder & subfolders): Select to overwrite the current permission settings and apply folder permissions to sub-folders and their files.
    • Apply changes (folder & subfolders): Select to replace existing permissions in sub-folders with this folder's permissions for only the changes that we just made. If only one role was updated it will apply just that role to the files and sub-folders and will ignore every other role.
  • Add: Click to open the Add Permissions window and select the account roles or users you want to set access rights for. For your convenience, you have the choice of specifying permissions on the Add Permissions window or on this page; the same permission check boxes are available on both.
  • Remove: Click to remove the selected role from the list of roles below. This effectively removes restricts this role from having access to this folder.
  • Document Owner: This role is displayed by default and refers to the person who originally uploaded the file. Users with Modify permission are able to change the permissions for this role, but by default, the Document Owner inherits the following permissions:
    • View
    • Download
    • Redline Markup
    • Modify
    • Version Control
    • Delete
    • Change Perms

    The Document Owner automatically inherits Version Control permission which will allow them to delete all versions of a file. Take careful consideration of the document owner's role before allowing them to maintain all of the default permission settings. For example, if an administrative assistant uploads an initial set of shop drawings, you may or may not want to give them the permission to delete all subsequent versions of those drawings.

  • Members List: Click a user group or role link to open the Members window and view the members of the selected project role group.
  • View: Select to allow users in the highlighted role permission to view this folder in this project and in all projects that the file is available in. (Any author or recipient of the file will be able to see the files they created/ received, regardless of this permission.)

    The permissions to the files can be changed on the file level by going to the File Properties Permissions Tab. The author of the file will always have full access.

  • Download: Select to allow users in the highlighted role to download the file to a local storage in the native format that the file was uploaded in.
  • Redline Markup: Allows users to redline files and compare documents.
  • Modify:Allows users in the highlighted role to update the folder, document name and description.
  • Version Control: Allows users in the highlighted role to check files in and out. This will allow them to create new versions of a file.

    For attached documents within processes, version control will always be enabled on the specified default folder, regardless of the step actor's permission levels.

  • Create: Allows users in the highlighted role to upload files to this folder.
  • Create Folder: Allows users in the highlighted role permission to create sub-folders.
  • Delete: Assigning the Delete permission to the Document Owner, a User or Group will allow them to delete files that they created in that folder.
    Assigning the Delete permission to an actual role will allow them to delete files (even those that they did not create) and the folder itself.
  • Change Perms: Allows users in the highlighted role to update permissions for this folder.
  • Public Access: Allows users in the highlighted role to configure a folder's public access settings. The users can make a folder public or private, require registration to access the folder or allow access to it without registration.
  • No Access : This role has no access to this file. This permission overrides any other permissions the user may be granted.