Share a folder with everyone, a role or one person
You decide who sees a folder: everyone in the company, selected roles, departments and people, or only administrators. Only administrators can change the sharing.
- Applies to: Administrator
- Requires HSE or HR in the plan
In the portal: Documents > “Folder settings”
How to do it
- Open Documents.
- Create a new folder with “New folder” or “New subfolder”, or open an existing folder and choose “Folder settings”.
- Under “Who can see the folder” choose between “Everyone in the company”, “Selected roles, departments and people” and “Administrators only”.
- If you choose “Selected”, you tick job roles (Employee, Team leader, Managing director, Safety representative), departments and people. You must choose at least one.
- Save.
How the access works
- Administrators always see everything.
- Anything that does not expressly give access is hidden.
- Access is inherited downwards. A subfolder is never more visible than the folder above it. If a folder is hidden from a user, everything under it is too.
- If you share with a department, its sub-departments get access too. A user’s department comes from the employee record.
- Hidden folders and files do not exist for the user. Direct links give “not found”.
Common problems
- Only administrators can change the sharing. Folders others create themselves are open to everyone.
- You cannot ask someone to read a document they cannot see. Share the folder first.