Assign access to a folder
Organizations can use the access control features of Document Manager to protect and manage documents and folders at any hierarchical level from a document library down to an individual folder or document. You must have administrative authority in the current document library, or be the owner of a folder, in order to assign access to the folder. If you find that you are unexpectedly denied access to folders, contact the Document Manager Administrator for assistance. Access to the Resource Permission portlet is also required for the folder access option to be available.
Refer to the Setting access to libraries or folders topic for more information.
Access to a folder is assigned as follows:
- Click on the folder name.
- Click the Folder Actions drop-down menu and then click...
Set Access to This Folder
- A browser window opens and displays a resource permissions grid.
- Click the Edit Role (pencil) icon next to the role you want to assign to the folder.
- Click Apply to add a user group to that role.
- Click Done when you are finished.
When a document library is created, it inherits the user roles and permissions assigned to the Portal Virtual Resource.
For example, if a specific user (or group of users) is granted the role of Editor in the Portal Virtual Resource, then the user has Editor permissions throughout the portal, including all folders and documents. Roles can also be assigned at lower levels of the hierarchy, such as a Resource instance, so that any children of the resource can inherit access permissions.
To restrict access to a lower-level resource such as a folder, first block the inheritance on that folder, and then assign new roles to allow specific users or user groups the desired access permissions. The following example describes how this is done for a single folder with two groups of users.
Example of assigning access to a folder
OurCo is a company using Document Manager to foster team collaboration. OurCo wants to implement document access control across the various teams within its organization. Each team consists of a team lead and various document users such as writers or reviewers.
The Document Manager Administrator at OurCo creates a new portal page for the teams. On this page, she places a copy of the Document Manager portlet, and creates a new document library for the teams to use.
The table below shows the different types of users and their access settings when the document library is created:
All Users User Document Manager Administrator Administrator Team leads Manager Documentation writers/reviewers Editor Team1 consists of a group of document writers. They save their documents in FolderA in the OurCo document library.
Team2 is tasked with reviewing the draft documents in FolderA.
When the document library was created, all the document writers and reviewers received Editor access in all folders. The team lead for Team1 wants to restrict the ability to edit files in FolderA to himself and his team, so he asks the Document Manager Administrator to change the access controls to accomplish this.
The Document Manager Administrator uses inheritance and blocking to set the proper access control for each group of users.
First, she blocks access for both Team1 and Team2 by setting access control at the document library level to User. Now the access settings for each user look like this:
All Users User Document Manager Administrator Administrator Team leads User Doc writers/reviewers User Next, she sets a higher level of access at the folder level for the members of Team1. She assigns Manager access to FolderA for the Team1 team lead. Now the team lead can edit, move and delete the documents in FolderA.
The document writers on Team1 are assigned Editor access to FolderA. They can create documents in FolderA and each writer can delete his or her own documents, but not other writers' documents.
Because the reviewers on Team2 are not assigned a higher level of access, Team2 inherits the User level access that was set at the document library level.
As requested by the team lead for Team1, Team2 now has read-only access to the contents of FolderA. The completed access control settings look like this:
All Users User Access to FolderA Document Manager Administrator Administrator Administrator Team1 lead User Manager Team1 writers User Editor Team2 lead User User Team2 reviewers User User Steps for assigning access for a user or group of users to a folder or document are described in the Setting access to libraries or folders topic.
Parent Topic
Work with folders and views
Related concepts
Access to Document Manager resources
Set resource permissions
Related tasks
Set access to the content repository
Set access to a document library
Set access for folders and documents
Related reference
Document Manager access roles