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Change Permission Settings on a Folder/File

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Objective

To lock/make private and change user permissions for a specific file and/or folder in Procore's Documents tool. This will control which users have access to a file or folder's contents. 

Background

If you are a Procore administrator or project manager, you may want to hide documents from users who have 'Standard' or 'Read-only' permissions on the Documents tool, so that only 'Admin' users can view and modify documents. For example, you may want to make a file/folder private that contains sensitive budget or contract information that should not be visible to most users on a project.
 

Warning! Any user with 'Admin' permissions can make a file private or publicly visible to all users.
 

The best practice is to make an entire folder private to hide all of the contents from 'Standard' level users and below, and to make specific files private to give 'Standard' and 'Read-only' level users access to the folder without showing them those specific files.

Things to Consider

  • Required User Permission: 'Admin' level permissions on the Company level or Project level Documents tool.
  • These permission levels apply to both the Company and Project level Documents tool. (Note: permission levels are tool-specific. For example, you can have 'Read-only' level permissions on the company's Documents tool and 'Admin' level permissions on a project's Documents tool. Please keep this in mind when you are looking to tasks at different levels.)
  • A private folder/file is only visible to 'Admin' users. You may also mark a file/folder private in Procore Drive. See Lock/Unlock a Folder/File in Procore Drive.
  • Regular (not private) folders/files are visible to all users with 'Read-only' and above access on the Documents tool.
  • Private folders can be made available to 'Standard' or 'Read Only' users. Any sub-folders under a private/locked folder will adapt the permissions of the parent folder.
  • If you set a child folder to ‘Private' (and also set access permissions on it), and then set parent folder to ‘Private' (and define different access permissions from the child), the parent folder permissions will not override the permissions on the ‘Private’ subfolder.
  • Uploaded files will inherit the visibility permissions of its parent folder. For example, if you upload files into a private folder, the new files under that folder will not be visible to 'Standard' level permissions and below.
  • If you have 'Standard' permissions and upload a document, an 'Admin' user can make your file/folder private. In such cases, you will not be able to view or access the file even though you were the person who originally uploaded it into Procore.
  • To make all future files or folders uploaded or created private by default, click Configure Document Settings in the right pane. Check the box next to "Documents and Folders Private by Default" to activate this setting. 

Steps

  1. Navigate to the company's or project's Documents tool.
  2. Expand or contract folders in the left file tree until you find the specific folder or file you wish to make private or public.

Make a File or Folder Public

lock a file.png

 

  1. When viewing a folder or file, simply click the locked padlock next to the file or folder's name. You may also click Manage Permissions and then unmark the checkbox next to Make Private

Make a Folder or File Private    

file permissions.png
 

  1. When viewing a file or folder, click Manage Permissions under 'File Permissions'.
    • Click Restore to Parent Permissions to apply the parent folder's permissions to the file or subfolder.
    • Mark the 'Make Private' checkbox to hide it from everyone but 'Admin' level users. The Set Permissions button will not do anything until you configure your permissions.
      (Note: Since you cannot hide a file from 'Admin' level users they will automatically be populated under who can view the file or folder.)
  2. Click the drop-down menu titled, Select A Person or Permission Group to select other users who may not have 'Admin' level permissions on the Documents tool to view this file or folder. You can then select individual users, a permissions group, and/or a distribution group from the Directory to have permission to view the folder or file.
    (Note: To learn how to create a distribution group, see Add a Distribution Group to the Company Directory.)
    (Note : This will give 'Admin' level users and your specified users access to this file or folder only).
    • Click Add All to add all the users in your directory.
    • Click Remove All to remove all users under 'Allow Access' from this field and deny them access to the file.
  3. Click Set Permissions to save the changes.

Lock/Unlock a Folder or File

  • You may have also heard that you can lock and unlock a folder/file in the Documents tool. Clicking the lock icon next to your file/folder's name will set the folder permissions to private. Unlocking will make the folder/file public. Click the lock to easily change this feature without needing to manage your user permissions. You will need to click on Manage Permissions to allow users with 'Standard' or 'Read Only' permissions to view the file.
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Last modified
16:29, 4 Apr 2017

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