Admins may manage permission settings for Formstack Documents and folders. Here's how!
Article Contents:
To access your folder's permission settings, go ahead and type in the name of the folder you are looking for in the search bar at the top of your screen under the Documents tab.
Next, click on the three point icon under the column titles ‘More.’ You will then have a drop down menu of options for the document folder. Here, you are going to click on ‘Permissions.’
Here, you may view which users have access to the folder. You can use the search tab to sort through users in order to update the permissions on that particular folder. The search tab is beneficial if you have many users on your account. Once you have adjusted the privileges, select the Update Permissions button to save.
Document Permissions
Similarly, you can adjust the permissions in the individual document within the folder. Click on the three point icon, and select permissions from the drop down menu. Use the search bar to filter through users on the account and then select the dropdown to select the choose the permission level. Once you're finished, select Update Permissions to save.
Document Subfolders
Creating Document Subfolders is a great way to facilitate your template management. With subfolders, you can create a structured hierarchy for your templates, making it easier than ever to find what you need. Whether you're organizing by project, client, or category, subfolders give you the flexibility to tailor your workspace to your workflow.
Creating subfolders
- In All files, click on the “New folder” and check the “nest folder under” box. Select the parent folder.
- In All files, find the parent folder, and click the “More option” icons. Choose “New folder”.
- In a parent folder, click on the “New folder”. It will automatically select the parent folder and create a new subfolder inside of it.
Permissions
For your information, here is a hierarchy of permissions in Formstack Documents. The account admin has access to everything. For standard users, the parent folder is on the top layer. The subfolder automatically inherits the parent folder’s permissions, but the admin can give someone the same or lower permission than the parent folder. Lastly, the template inherits the folder’s permission level.
Nothing new has been added or changed; we just cleaned up the UI so that the modal displays the permissions hierarchy properly.
Current implementation>
In the left screenshot below, Shital has “Merge-only” permission to the folder. On the right screenshot, you can see how the admin can “set” Shital to have full access to a document inside that folder. This gives the user false information that Shital may access the document fully because she has “Full” access to the document. In actuality, Shital cannot access this file due to the permission structure.
We have updated the UI to prevent users from making this false assumption. Now, as you can see below, we are removing the unavailable options (greater permissions than that of the parent folder).
Moving a document to a subfolder
You can move the document from and to any folder. You CANNOT move a subfolder to a different parent folder.
Have any further questions? We’re here to help! Please reach out to support@formstack.com for additional assistance with your use case.