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Defining Access to Folders and Subfolders

Only Workspace Leads can assign member access to folders. Assigning member access to a folder defines which members can view, add, remove, and work with the folder, its subfolders, and its content. All top-level folders inherit the default accesses defined at the workspace level and subfolders inherit the accesses defined for the parent folder. Similarly, content items inherit the accesses defined for the folder they are in. Document owners and Workspace Leads can add to these inherited accesses (as long as the owner inherits at least Read access from the parent folder) but they cannot remove them. Non-document content items, such as RFQs, inherit the folder access and this access cannot be increased per item. If you reset a person's access for a folder, that new access replaces all inherited accesses for the folder's subfolders and content and all additional accesses are removed.

This section focuses mainly on the steps for defining folder access. If your system is configured to allow Global Read access for folders, you can give Read folder access to all users, even if they are not members of the workspace. For instructions on assigning Global Read access to a folder, see Assigning Global Read Access for a Folder.

To assign access permissions for a folder

1. Access the category list and Properties page for the folder or subfolder. For details, see Viewing Information for a Folder or Subfolder.
2. From the category list for the folder or subfolder, click Access.
3. From the Folder Access page, click Edit Access from the page Actions menu.
4. From the Edit Access page, choose the access level each member should have for the folder. You cannot set an access that is lower than the inherited access.

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The accesses you set for a folder define the minimum accesses for all of its subfolders and document content. Members can be given higher accesses for individual subfolders and documents but they cannot be given lower accesses. Accesses for a folder define the exact accesses for all non-document content. These accesses cannot be changed.

None--A person with None access to a folder or subfolder will not even see the folder/subfolder listed for the workspace. Such a person will not be able to view any item added to the folder (even if the item is included in a route they are in), participate in discussions about the folder's content, or be added to a route whose scope is the folder.

Read--A person with Read access can view folder properties, participate in discussions for it, view accesses for the folder, and subscribe to be notified for events that occur for the folder. The person can be added to any route whose scope is the folder. Because all subfolders and document content inherit the person's access for the parent folder, a person with Read access for the folder can view all subfolders and content for the folder.

Read Write--A person with Read Write access to a folder can perform the tasks described for Read access. Write access applies only to editing content and therefore doesn't allow the person to perform any additional actions for the folder. Since all content inherits the folder access though, a person with Read Write access to the folder can edit all of its content.

Add--A person with Add access to a folder can perform all Read and Write actions and can also add content to the folder.

Remove--A person with Remove access to a folder can perform all Read and Write actions and can also remove items from the folder.

Add Remove--A person with Add Remove access to a folder can perform all Add and Remove actions.