Assign Permissions on Departments, Folders, and Documents

Purpose

Content permissions control access to departments, folders, and documents. These permissions are typically granted by assigning a content role to a user or group on a specific content item.

Note: This action may require administrator privileges.

Before You Begin

Content roles vs global roles

This page covers content permissions (department/folder/document). It does not cover global administrative roles assigned on user profiles.

Typical Assignment Pattern

Decide whether access should be granted to an individual user or a group.
Prefer groups for maintainability.
Choose the role that matches the required actions.
Apply the role on the correct content scope:
Department for broad access.
Folder for scoped access.
Document for the most specific access.

Manage Permissions on a Content Item

Navigate to the department, folder, or document. If you are documenting or testing a new workspace, create the department first and then open it.
Open the item’s actions menu.
Select Manage Permissions.
Add users and/or groups and select roles.
Save changes.

The example below shows a sample department where a sample group has been assigned a sample content role. This is the preferred pattern for department-level access because future user changes can be made in the group instead of on every department.

Manage Permissions screen showing a sample group assigned to a sample content role on a department

What to Watch For

Inheritance

Inherited permissions flow from parent items unless inheritance is disabled.

If you disable inheritance on a folder/document, you must explicitly define permissions at that level.

Troubleshooting access

When access does not match expectations:

Confirm the user’s group memberships.
Confirm which groups/users are assigned on the content item.
Confirm inheritance behavior.
Confirm the selected role and its permission set.