Spaces and access
Create a space, give people roles, and stop inheritance where a folder needs to be private.
Create a space#
Only a Documents administrator creates spaces: Documents → Spaces → New. Give it a name, a short code such as HR-POLICIES (it becomes part of every document code in the space), an owner and a classification.
Give people access#
Open the space, then Access. Add a line for a user or a group and choose a role. To refuse access, tick Deny instead: a deny wins over every grant, including one given through a group.
| Field | Meaning |
|---|---|
| Expires | After this date and time the line stops counting. Use it for a contractor. |
| Note | Why. It is shown to whoever reviews access later. |
The same Access tab exists on every folder and document.
A private folder#
Untick Inherit access on a folder. People who were given access higher up no longer reach it. Only the space owner and the lines you add on the folder do. A document can stop inheriting in the same way.
Warning
Breaking inheritance hides the folder from everyone who had access only through the space. Add the people who should keep access before you save, or ask the space owner.
Reviewing access#
Documents → Governance → Access review lists every grant and denial you may see. Group it by space, by person or by role, or filter for denials and for lines with an end date.
Who can see what#
A person sees a space, folder or document only if they hold a role there, or it is public. Search, lists, downloads, the export and the audit trail all follow the same rule, so there is no back door.