Handling documents securely

In 4planning you collaborate securely within your organisation. Documents are stored centrally and shared only with the right people. This article explains how to manage and share documents safely.

Why store documents centrally?

Keeping documents in 4planning stops files from scattering across email, WhatsApp or personal devices. That means more oversight and better security.

• All files in one central place.
• Always the most current version.
• No stray files in private accounts.

Sharing documents securely

In 4planning you decide who has access to documents.

• Only share documents with relevant groups.
• Use visibility and rights to limit access.
• Check regularly that the right people have access.

That keeps sensitive information from reaching the wrong people.

Access and roles

Not everyone in an organisation needs access to every document. Roles and rights let you decide:

• Who can view documents.
• Who can upload documents.
• Who can change or delete documents.

This gives you clear responsibilities and better control.

Version control and oversight

Managing documents centrally means you always work with the right version. That prevents misunderstandings and mistakes.

• Use clear file names.
• Replace old versions instead of circulating new files.
• Delete outdated documents when they are no longer needed.

Privacy and confidentiality

Use 4planning for confidential information such as:

• Contracts and agreements.
• Financial documents.
• Personal data.

Data stays within the organisation and is not shared with external parties.

Tips for effective use

• Create clear folders and structure.
• Use groups to manage access properly.
• Review users' rights regularly.
• Delete documents that are no longer needed.

Good to know

• Only users with access can view documents.
• Administrators manage access and rights.
• Secure document management supports privacy and GDPR compliance.