Set a folder/file to private
What happens when you set a folder/file to private?
Admins can restrict access to folders and files for Guests by setting them to private.
Note: Folders/files can only be made private by setting this on the top level of the item(s) in the data collection.
How to set a folder or file on top level to private?
| 1. Navigate to the top level folder or file and click on the Three dots. Or open the top level folder or file you want apply the restricted access to. |
| 2. Click on Make private. See image above and below. |
| 3. An incognito icon will be displayed in front of your folder/file. All items in the private folder get the same icon, indicating it is not accessible to non assigned Guests. |
Working with folders/files set to private
- Private folders and files will only be visible to all Admins or assigned Guests. Non assigned Guests will see they have no access.
- Assigned Guests will have access to the folder or file and will also be able to re-assign to other Guests. When doing this, a warning screen will pop-up.
- Moving items to and from a Private folder will trigger this warning screen:
Things you should know about private folders and files
- Unassigned Guests won’t be able to see notifications, chats, or any reference to the Private items in any of the functionality in the platform for as long as they are not assigned to it.
- You can't assign Guests to just one specific, underlying item within a private folder, this can only be done after assigning the Guest on top level and to the entire folder.
- Email notifications triggered before the item was set to private will be received by the user, but they won’t be able to see the content in the platform.
- "A download as ZIP" made by a Guest user won’t reveal the private items.
Workspace Tip: If you want keep the same viewing restrictions when you export the data collection to the Data Room, make sure you set the permissions in the Data Room.