Setting document access rights

In 4planning you decide who has access to documents by setting the right access rights. That way only the right people can view, download or manage them.

Why access rights matter

Not all information is meant for everyone. Setting access rights properly protects sensitive information and keeps things clear within the organisation.

• More control over confidential documents.
• Better privacy and security.
• Targeted access per group.

Access through folders

In 4planning, documents are shared through the folder they are in. The folder's access rights determine who can view the documents.

1. Go to Documents in the left-hand menu.
2. Open the folder's menu and choose Access.
3. Switch on Folder for all members, or tick the groups that get access.
4. Click Save.

All documents in this folder automatically follow the same access rights. So do subfolders, unless you make a choice on a subfolder yourself.

Who may add and who may delete?

Besides "who sees this folder", you decide for your whole environment who may do something with documents. That lives under Settings › Access & privacy › Documents and consists of two separate questions:

• Who may add files and folders? — uploading and creating new folders.
• Who may delete and manage? — deleting, renaming, moving and sharing.

For both you choose Everyone, Administrators (the default) or System administrators only. Everyone means: every member who may see the folder — so not every member of the environment, only those who already have access.

That way you can let members upload themselves while tidying up stays with the board. Change nothing here and everything stays as you know it: administrators do the work, members read along.

A group folder has its own arrangement: per group you set whether all members may add or manage there. A group manager always keeps those rights in their own group's folder.

Administrators see all documents

The third setting on that same screen decides whether ordinary administrators see every folder, including folders of groups they are not in themselves. Set it to No and they only see their own folders. System administrators always see everything.

Moving a document to another folder

Want different access rights? You can move a document to a folder with different settings.

• Choose a folder with the right groups.
• Move the document.

Access is adjusted immediately.

Public access through a shareable link

You can also create a public link. Anyone can then open the document, even without access to your environment.

• Only use this when it is necessary.
• Take care with confidential information.

Tips for effective use

• Create clear folders per team or project.
• Limit access to sensitive documents.
• Review folder rights regularly.

Good to know

• Access is determined at folder level.
• Changes take effect immediately.
• Groups determine who can see documents.