If folder hierarchy is enabled in an app, you can set different permissions for different app folders. Use this option when different employees need to have access to different folders within an app.
For example, there can be two folders in the Job Openings app: for management positions and for other positions. Only the HR department manager works with the first folder, while the second one is available to all HR employees.
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Only users included in the Administrators group can grant and restrict permissions to folders.
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Note:
- You can select a different access restriction option:
- Restrict access to all app items. The most general option. Assign the same permissions for all app items in an app.
- Restrict access to specific app items. The most specific restriction option. Assign different permissions for certain app items individually.
- Employees who regularly work with an app should be granted access to the workspace it belongs to and to the app itself. Then they will be able to see all the data that they have access to by opening the app via the left menu. In the menu, the user will see the folders that they have specific permissions for.
- If some employees need one-time access to specific app items, for example, in business process tasks, they don’t need access to the workspace and app. They can open the app item page using a direct link, for example, from tasks.
When you select this restriction option:
- First set up general access permissions applied to all items in the app.
- Then go to the folder tree displayed under the app’s name and set up permissions for data in each folder.
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 applied to all folders in the app by default.
Set up access to items in a folder
To set up access permissions for each folder individually:
- In the left menu, click the pencil icon next to the All filter.
- A gear icon will appear next to the name of each folder. Click on it and select Permissions.
The window for setting permissions is divided into two sections:
- Parent folder permissions. These are general permissions set up for all app items in the app. They are applied to the data in the current folder, but they can be disabled.
- Specific permissions. Permissions set up for the current folder.
- Click +Add to grant specific permissions for the current folder.
- In the window that opens, select a user, a group, or an org chart item.
- Tick the types of access permissions you want to grant and click Save.
Employees who are assigned specific permissions for a folder’s data see this folder in the left menu.
See an example of restricting access to app folders in the Combinations of access permissions article.
Disable inherited permissions
By default, the general access permissions configured for the app are applied to each folder. If you want to revoke them or set up individual permissions for the folder, in the settings window 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. General permissions will become editable so you can change them as you like.
- No. You can configure permissions for the folder from scratch.
Select the option you need, specify types of access permissions and save the settings.
Access to child folders
By default, a child folder inherits the parent folder’s permissions. 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 the Procurement and Production folders. You can disable the inheritance of permissions and set up individual access to the folder as described above.
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Footnote
Let’s consider the following scenario: you’ve set up permissions for app folders but decided to restrict access to specific app items. In this case permissions configured for each folder will still be shown in its settings. They will be applied as follows:
- Folder permissions will not be taken into account when checking a user’s permissions to app items.
- Folder permissions will determine whether the user can see the folder in the left menu.
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