With Granular document folder permissions, you can configure access to employee document folders on a more detailed, role-specific basis. This allows you to assign "Edit" and "See" permissions to specific folders, giving you more control over sensitive information while enhancing data security and GDPR compliance. In this article, you will learn how to set and manage these permissions for improved governance over employee documents.
Previously, document access permissions were applied globally across the entire folder system. This meant that users with document access could view all folders within an employee's profile, regardless of role or folder sensitivity. The new update introduces two key permissions:
- Edit X employee folder permission
- See X employee folder permission
These permissions allow companies to configure document access on a more granular level, ensuring that only authorized users can access sensitive folders, thereby enhancing data privacy, security, and compliance.
When and why it should be used
This functionality is ideal for organizations that need more control over who can access, view, or edit employee document folders. By using role-based permissions, you can:
- Restrict access to certain folders for specific roles or groups
- Ensure only authorized personnel can edit or view sensitive employee data
- Support more complex HR workflows where different employees need different levels of access to documents
How to use
- In your Sidebar, go to Settings → Permissions
- Access the Documents section
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Set permissions for folders. Choose the folder you want to adjust permissions for, then assign the “Edit” or “See” permissions based on your needs:
- Edit Permission: Allows the user to make changes to the documents in the folder
- See Permission: Grants the user read-only access to view the documents in the folder
- Save changes
If you can’t assign permissions to a folder, ensure that the folder you are trying to manage is an employee folder. Company and Private space folders do not support granular folder-specific permissions. If the issue persists, check if you have the necessary access to manage permissions for that folder.
If you gave a user "See" permissions but they still can't view the folder, double-check that the “See X employee folder permission” has been assigned correctly and that the user belongs to the appropriate group with the necessary permissions. If the problem persists, try refreshing the page or contact support for further assistance.
Tips and best practices
- Review permissions regularly: Regularly review and update document folder permissions to ensure that only the appropriate individuals have access to sensitive employee data.
- Use Bulk operations for efficiency: If you have a large team or need to adjust permissions across multiple folders, take advantage of the bulk operations feature to streamline the process.
- Limit "Edit" permissions: Be cautious when granting “Edit” permissions, as this allows users to make changes to documents. For sensitive folders, consider restricting “Edit” access and only granting “See” permissions to users who don’t need to make changes.
- Role-specific access: Use role-based permissions to ensure that different groups (e.g., HR, Legal, or Team Leads) have the appropriate access to documents based on their responsibilities.
FAQ
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How do the new permissions improve data security?
The new “Edit” and “See” permissions allow companies to limit access to sensitive employee data, ensuring that only authorized personnel can view or modify specific documents. This reduces the risk of unauthorized access and helps maintain compliance with data protection regulations like GDPR.
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Can I apply permissions for folders in bulk?
Yes, you can apply permissions in bulk, but you must have the “Edit X employee folder permission” with the “whole company” context enabled for at least one folder to do so.
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What happens if I assign both "See" and "Edit" permissions to a user for the same folder?
If both “See” and “Edit” permissions are assigned to a user, they will have both read and write access to that folder. If you want the user to only view the folder, assign “See” permission only.