Skip to main content

Restricting access to certain folders

What it is for​

Some documents are not for everyone to see: a litigation folder, tenant-related papers, financial items. This is where you reserve those folders for the people concerned.

By default every folder is open

Until a permission has been set, every folder is accessible to every user. These permissions exist to restrict access, not to grant it: you only deal with them if you want to reserve certain folders.

How to get there​

⚙️ Settings in the sidebar › Document management › Documentary permissions.

It is a screen of its own, at the same level as Document templates. You do not go through the templates to get to it.

Step by step​

The screen lists your user groups. Pick the one you want to restrict, then select the folders it has access to. The screen you land on is titled Access authorisation, followed by the name of the group you picked.

The user groups are the ones defined in User management: that is where you create a group and put people in it.

The two rules to know​

  • As soon as a folder is reserved for one or more groups, only members of those groups see it.
  • A user who belongs to several groups gets the permissions of each of those groups.

What the user sees​

In the Documents tab, only the folders they have access to appear. A reserved folder is not greyed out — it is simply absent.

Unfiled documents escape this restriction

A document still to be filed remains visible to anyone who reaches the documentation, for as long as it is not filed into a folder. A sensitive document is therefore only protected once it has been filed — one more reason not to let the queue pile up.

See also​