Access levels
On this folder you can do exactly this
An access level is a list of permissions with a name. Manager, Editor, Viewer and Guest are ready-made; you compose your own by ticking what is needed, permission by permission, and assign them to people or groups on each folder.
Four ready-made levels, three for workspaces, yours without limit
Manager does everything, including managing access and protecting the folder. Editor works on files — uploads, edits, renames, moves, comments, uses the editors — but does not delete and does not share outside. Viewer views, downloads and reacts to comments. Guest only views, no download. Inside workspaces there are three more presets — Workspace manager, collaborator and guest — that never share externally. Every permission is a switch: the “External firm” level that uploads but does not download takes a minute.
How it works
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Assign a level on the folder
“Grant access”: person or group, level, optional expiry. The level applies to the folder and everything below it, unless there is an exception further down.
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Look at the effective permissions
On every folder “My permissions” shows the sum of what comes from direct assignments, groups, workspaces and the folders above. No surprises.
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Compose a level of your own
In “Access levels” you tick permissions by area, give a name and a colour, decide whether it can be offered to internal, external or both. From then on it is in the list like the others.
A permission that is not in the level is not in the folder. Full stop.
What you can do
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Content
View, download, upload, create folders, edit, rename, copy, move, delete. Plus manual file lock.
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Classification and status
View and manage labels and document fields; change a document’s status, manage its flow, see its history; request or grant content approval.
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Collaboration
Notes; comments — see them with full names, initials or anonymous, add, reply, react, mention, delete; folder chat.
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Sharing
Share by email, create public links, send the gallery as PDF. Three permissions, because each one lets content leave the company.
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Administration
Manage folder access, protect it, require a reason for every access change; manage file requests, automations and notifications.
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Extensions
Watermark, editor, kSign, transcription, timestamp, preservation, document chat, anonymiser, vault, expiry, versions, folder index, templates, PDF and text editors, Board, view tracking: every extension has its own permission.
| Permission | Manager | Editor | Viewer | Guest |
|---|---|---|---|---|
| View | yes | yes | yes | yes |
| Download | yes | yes | yes | no |
| Upload, create folders | yes | yes | no | no |
| Edit, rename, copy, move | yes | yes | no | no |
| Delete | yes | no | no | no |
| Lock files | yes | no | no | no |
| Labels: view / manage | ● / ● | ● / ● | ● / – | – / – |
| Document status and history | yes | no | no | no |
| Request approval / approve | ● / ● | ● / – | – / – | – / – |
| Notes: view / manage | ● / ● | ● / ● | ● / – | – / – |
| Comments: view / write / delete | ● / ● / ● | ● / ● / – | ● / – / – | – / – / – |
| Identity in comments | nome | nome | iniziali | – |
| Share by email / public link | yes | no | no | no |
| Gallery as PDF | yes | yes | no | no |
| Manage access, protect the folder | yes | no | no | no |
| File requests: use / manage | ● / ● | ● / – | – / – | – / – |
| Automations: view / manage | ● / ● | ● / – | – / – | – / – |
| Office, PDF, text editors; versions | yes | yes | no | no |
| All extensions | yes | no | no | no |
Manager 41 permissions · Editor 32 · Viewer 7 · Guest 1. Workspace presets: Manager 36 (no external sharing), Collaborator 17, Guest 3.
Frequently asked questions
What if a person has two levels on the same folder?
It happens when access comes both from a group and from a direct assignment. The union of permissions applies, with explicit exclusions always winning. “My permissions” on the folder shows the result.
Can I give an external user the Manager level?
You can assign it, but permissions reserved for internal users do not switch on: an external Collaborator with Manager does not share outside and does not manage access. The level can also be marked “internal only” so it is not even offered.
Does editing a level change existing assignments?
Yes, for everyone who has it: that is the point of a level. If you want an exception for a single folder, use custom permissions on the assignment.
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Alex