Admins can restrict access to folders and files for Managers and Contributors 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?
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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. |
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2. Click on Make private. See image above in the opened folder. |
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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 unassigned Managers and Contributors. |
Working with folders/files set to private
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Private folders and files will only be visible to all Admins or assigned Managers and Contributors. Non assigned Managers and Contributors will see they have no access.
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Assigned Managers and Contributors 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.
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Moving items to and from a Private folder will trigger this warning screen:
Things you should know about private folders and files
- Unassigned Managers and Contributors 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 Managers and Contributors to just one specific, underlying item within a private folder. This can only be done after assigning the Managers and Contributors 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 Manager or Contributor 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.