Place - Folder Permissions: Managing Permissions

When granular access and restricted asset distribution are necessary, folders provide a secure, controlled way to manage and organize assets, ensuring only the right users have access to specific content.

Managing Folder Access

There are two methods for managing folder access:

Using the Folder Manager

The "Folder Manager" allows administrators to set permissions across the entire folder structure. It also allows users to create new folders in home, and move folders to home. Access to the Folder Manager is controlled at the user group level via Site Admin and should be granted only to those groups responsible for overseeing the entire folder hierarchy.

How to Use the Folder Manager:

1. 1. In Place, go to the settings cog in the upper-right corner.
      
      
      1. Select "Folder Manager" from the dropdown.
         
         
         
         
      2. To manage access for a specific folder, click the cog icon next to the folder name and select "Access Rights." Here, you can assign access levels to user groups as needed.
         
         

Access rights can also be set when creating a new folder. After creating the folder, navigate to "Manage Access Rights" to assign permissions.

Direct Access Management for Individual Folders

If a user group only needs access to manage specific folders (rather than the entire structure), they do not need Folder Manager permissions in Site Admin. Instead, they can be granted “Manage” access to specific folders directly within the Place interface. This allows them to create, edit, and manage permissions for those folders only. These users will not be able to create folders in home, only within the folder structures they can manage.

How to Manage Access Directly in Place:

1. 1. 1. 1. Hover over the folder you want to manage.
         2. Click "Edit."
         3. Select "Manage Access Rights" to adjust access levels for user groups.

Inherited Folder Permissions (Smart Tree)

To ensure consistent and clear access across folder structures, Place follows an inherited folder permissions model. This means permissions applied to a parent folder cascade down to all its subfolders by default.

How Inherited Permissions Work:

• Default Permissions on Subfolders: When a subfolder is created, to streamline and speed up workflows, it will inherit the permissions of its parent folder by default. These permissions can be modified at any time if needed to allow for flexibility.
• Access Requirements for Subfolders: If users have "View" or "Manage" access to a subfolder, they must also have at least "Read" access on all parent folders.
• Restricted Access Propagation: If a user group’s access to a parent folder is set to "No Access," they will automatically lose access to all subfolders within that folder structure.

This permission structure allows for intuitive navigation while maintaining flexibility in access control. To further support users, Place provides guiding modals that inform users of any changes in permissions, ensuring that permissions are granted or removed as intended.