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Sharing Documents and Folders

In the following parts of this section we will use as example hypothetical organization - Acme Inc. Acme Inc has five teams:

  • Marketing (Merry, Mara, Jane)
  • QA (Casper, Elizabeth)
  • Development (Mark, Dora, David)
  • HR (Lila, Hana, Luke)
  • Managers (Mark, Jane, Luke)

In order to be able to share documents and folders, user needs to have following permissions:

  • Shared Node - Create
  • Shared Node - Update
  • Shared Node - Delete
  • Users - Select
  • Groups - Select
  • Roles - Select

Thus, if hana from HR want to share a folder with user david from Development team she needs to have permissions mentioned above. But hana want to give david just read only permissions, i.e david can only view document and do nothing else with it.

For that, system administrator needs to create in advance a role named, e.g. "Read Only Documents and Folders" with following permissions:

- Nodes View
- Pages View

To grant access to e.g. one of documents of the HR department hana needs to select respective folder and click "Share Documents and Folders" button. Then in "Users" dropdown she needs to pick david and then in "Roles" dropdown she needs to pick role "Read Only Documents and Folders". Then click "Save":

Now david has access to shared "Events-2025" folder:

In order to revoke access permissions to shared folder, hana needs to select respective shared folder, click "Manage Access" button, then select permissions she wants to revoke then click "Trash" button. Then click "Save":

Note

Role "Read Only Documents and Folders" needs to be created in advance by privileged user. For accessing documents and folders in read-only mode it is sufficient that associated role these two permissions:

- Nodes View
- Pages View

Note

Role is just a set of permissions