Sharing documents with all members or specific groups

In 4planning you can share documents with all members or with specific groups. You do this by managing the folder's access. You can also create a public shareable link that works for people without access to your environment.

Sharing through folder access

Documents are shared through the folder they are in. By adjusting the folder settings you decide which members or groups can see the documents in that folder.

Setting access for all members or specific groups

1. Go to Documents in the left-hand menu.
2. Open the folder's menu and choose Access.
3. Choose who gets in:
   • Switch on Folder for all members if everyone in your environment may see the folder.
   • Leave the switch off and tick the groups that get access.
4. Click Save.

From that moment on, every document in this folder is visible to the chosen groups, or to all members.

When you create a new folder, the same choice is right there in the Create folder window — so you do not have to arrange access afterwards.

All members or separate groups: which do you pick?

Folder for all members is meant for documents nobody should have to look for: the house rules, forms, an annual report. Every member of your environment sees such a folder, including members who are not (yet) in any group. That last part is the difference with ticking every group: someone without a group still misses the folder, and so does a group you add later.

Tick groups instead, and only members of those groups see the folder. Use that for material belonging to a team, a committee or the board.

Where access comes from

• The main folder (the starting level) is always visible to all members.
• A subfolder inherits the access of the folder above it, unless you make a choice on that subfolder itself. If you do, your choice applies to that folder and everything below it.
• Setting access is an administrator's job. System administrators always see every folder; whether ordinary administrators do too is set under Settings › Access & privacy › Documents.

Creating a public shareable link

Alongside group access you can create a public shareable link. Anyone can open this link, even if they have no access to the environment in the app.

1. Go to Documents.
2. Open the folder or document you want to share.
3. Choose the option to create a public shareable link.
4. Copy the link and share it with the people you want.

Tips for effective use

• Use group access for internal documents and collaboration.
• Only use a public link when sharing outside 4planning is necessary.
• Check regularly which groups have access to important folders.

Good to know

• Folder access determines who can view documents within the app.
• A public shareable link can be opened by anyone, even without an account.
• Sharing documents through a public link needs extra care with confidential information.