If you have set up a folder tree in an app, you can restrict access to apps stored in its folders.
First, however, you need to configure access permissions general for all items in the app, and then, in the folder tree, you will be able to manage access to each folder separately.
Only users with the Assign Permissions access option can restrict access to folders in an app.
Before you start configuring access to all items of an app, make sure that the employees you want to grant additional permissions are included in the groups that have access to the workspace and access to the app. If an employee is not included in the groups specified in the workspace’s and app’s settings, all additional permissions will be ignored, and the app won’t be shown to the user in the left menu. Nevertheless, the employee can get access to app items by opening them via direct links.
Set up general permissions
To set permissions common for all folders:
- Click the gear icon to the right of the app's name and select Access Settings.
- Enable the following options: Restrict access to data > Restrict access to app folders.
- Select who you want to assign permissions to. To do that, click the +Add button. This can be a user, a group, or an org chart item, or the Author (the user who created the app item).
- Tick the access types you want to grant and click Save.
Note that general settings are automatically applied to all folders in the app.
Set up access to folders
To set up access permissions for each individual folder:
- In the left menu, click the pencil icon next to the All items filter.
- A gear icon appears next to the name of each folder. Click on it and select Permissions.
The window for setting permissions is divided into two section:
- Parent folder permissions. These are general permissions that cannot be edited. However, you can disable inheritance for child folders.
- Additional permissions.
- Click +Add to add additional permissions for the folder to employees who are not specified in general permissions.
- Select a user, a group, or an org chart item.
- Tick the access types you want to grant and click Save
By default, the general access permissions configured for the app are applied to each folder. To enable individual permissions, you need to disable the Inherit permissions from the parent folder option. When you do so, you will see the following message: Do you want to add parent folder permissions as explicit permissions?
- Yes. Permissions set up earlier become editable so you can change them as you like.
- No. Permissions of the parent folder are deleted, and you can configure access to the folder from scratch.
- Cancel. Inherited permissions will remain as they are.
Select an option, specify access types and save the settings.
Access to child folders
The child folder inherits its parent folder's permissions by default. For example, let's say that in the Contracts app you have the following folders: Procurement > Production > Spare Parts. The "Spare Parts" folder will inherit permissions from both the "Procurement" and "Production" folders. You can disable the inheritance of permissions and set up individual access to the folder as described above.
Access to app items
By default the access permissions of the folder are applied to all the items that it contains. However, if you have restricted access to specific app items, the folder permissions will not be taken into account. They are still applied to hiding or the folder in the menu. Read more about it in Access settings combinations.
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