Set Access Permissions

Items available in a project's file repository are viewable by the project participants, depending on the permissions assigned to the folder containing them. 

• You can define and modify access restrictions only for the folders and subfolders you created and own, and the files you uploaded.
• Access restrictions for folders created by others cannot be altered, even if you have contributor access to those folders.
• By default, a parent folder's access restrictions apply to its subfolders.
• You can modify the access level of subfolders or files independently. 
• You can reduce access restrictions from a higher level to a lower level, but you cannot increase them. For example, a folder set to "Public" access cannot be reverted to "Private."

There are three types of access restrictions applied to folders:

• Public - Viewable by all users belonging to all companies participating in the project
• Restricted - Viewable only by users belonging to selected companies participating in the project  
• Private - Viewable only by selected persons from your company who participate in the project. This includes, for example, fellow project managers, construction managers, project directors, etc.

Action-Based Access

In addition to visibility settings, you can now assign specific roles—Contributor or Viewer—to define exactly what the team members can do with the files and folders they can see.

• The creator of a parent folder is the Owner and can grant others Contributor or Viewer access.

• Contributors can add subfolders or files. The creator of the new item becomes its Owner with restricted access, and the parent folder's Owners also inherit Owner rights to it.

• Permissions cannot be reduced from a higher to lower level. For example, 'Contributor' cannot be changed back to a 'Viewer'.

Reminder: You cannot set access restrictions to the folders in the 'System' drive, as they are pre-defined based on the documents types saved in those folders.

To set access rights to a folder in a project's file storage

• Ensure that you are in the 'Cloud Drive' module of the project. If not,
  • Click the main menu at the top-left 
  • Click 'Cloud Drive' under 'Documents' in the menu drop-down
• Select the drive type from the 'company drive', or 'project drive,' options on the left, from which you want to share the file
• Navigate to the desired folder/file
• Alternatively, use the search box at the top-left to search for a specific file using the file name, in full or part, as your search criteria
• Right-click on the file and choose 'Share' from the options

Note: When setting up access for folders in the Company drive, only the 'Private' option will be available. Click on 'Private' to set up access rights to selected project team members within your company. See below for more details. 

• Click the 'Access' drop-down and choose a permission level: 'Contributor' or 'Viewer'
• Choose the restriction level in the 'Set Visibility' pop-up. There are three options:

• Public- The folder and its contents are visible to all users from all participating organizations, with access permissions for project files in their role.
  • Choose 'Public' and click 'Share' to set this permission level.
• Restricted- You can choose the participating companies with which you want to share the folder and its contents.
  • Choose 'Restricted' or click on 'Restricted' to set this level

• Select the companies from the list of collaborating companies by clicking their serial numbers
• Use the 'Ctrl' or 'Shift' keys on your keyboard to select more than one company at a time
• Click 'Share.'

The folder will be visible only to the project manager-level users from the selected companies.

• Private- You can choose the other employees of your company who are participating in the project to share the folder and its contents. 
  • Choose 'Private' or click on 'Private' 

The list shows the project team members of your company. If the person you want to add is not on the list, add the person to the project, then repeat the process. See Add Project Team Members for more guidance on this.

• Select persons by clicking their serial numbers 
• Use the 'Ctrl' or 'Shift' keys on your keyboard to select more than one company at a time
• Click 'Share'

The folder and its contents will be visible only to your internal project team.