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  2. Managing User Preferences and Permissions

Creating security groups for folder permissions

You can apply permissions on folders to restrict which users can access the folders and files within a folder, this access can be restricted to read-only so no files can be deleted or edited and the access can also be completely removed so the user can't see the folder or it's contents.

Please note: Only SuiteFiles administrators have the ability to manage and set folder permissions.

To apply these permissions you'll need to create a security group and apply the groups in folder permissions following the steps below. 

How to create a security group

  1. Click on the More tab, then select Manage users and groups
  2. Click the Create Group button at the right-hand side of the window
  3. Type the name for your security group in the text box and click the Create Group button. 
  4. To add users to the newly created group, click the Add Users to this Group button
  5. Type in the user's name and select their full username from the list that appears below. Repeat this step for each user you'd like to add to the group
  6. Click the Confirm button. You're now ready to apply this security group to folder permissions. 

How to apply a security group to folder permissions

  1. Navigate to the folder you wish to apply permissions to
  2. Either right-click the folder and select Manage Permissions or click on the three dots next to the folder name and select Manage Permissions ...
  3. On the General tab on the Permissions screen, toggle Customise folder permissions to Yes
  4. In the field below, enter the Groups who can edit files in this folder, by typing the group name then selecting it from the drop-down list. Repeat this step for each group that needs access to this folder
  5. Click the x button in the top-right of the window to close the Permissions window and save your changes.

Advanced folder permissions

For added flexibility, you can use advanced folder permissions to set Edit, Read Only or no folder permissions per security group.

  1. Navigate to the folder you wish to apply advanced folder permissions to
  2. Either right-click the folder and select Manage Permissions or click on the three dots next to the folder name and select Manage Permissions ...
  3. Once the Permissions window opens, select the Advanced tab
  4. Select the permission level for each group
    1. None will not allow any users in the group to even see the folder or any of its content
    2. Read only means users in the group can only see the folders and open read-only copies of files without being able to create, edit or delete items
    3. Edit gives the users full access and means they can create and edit files and folders
  5. Click the x button in the top-right of the window to close the Permissions window and save your changes.