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Share documents

Not everything belongs to everyone. Contracts, commercial terms, and internal notes usually need to be visible to a few people only.

Required role: Manager (or Organization Admin) to change access. Any project member can see who a document is shared with.

Make something private​

  1. Open the folder or document.
  2. Turn off public.
  3. Save.

Result: it disappears for everyone except users you grant access to — and Managers and Organization Admins, who always see everything.

caution

Making a folder private makes every subfolder and every document inside it private at the same time. Grant access first so nobody loses access to work in progress.

Grant access​

  1. Open the folder or document and go to its access list.
  2. Choose Share and pick who gets access:
    • Role — everyone with a given project role (Manager, Collaborator, Guest).
    • Company — everyone from a project company. The usual choice for a subcontractor.
    • Person — one specific user.
  3. Save.

Result: the entry appears in the access list and those users can now open and download the document.

tip

Share the folder, not each file. Access granted on a folder is inherited by everything inside it, so a new document dropped in later is automatically visible to the right people.

Remove access​

  1. Open the access list.
  2. Choose Remove on the entry.

Result: access is revoked immediately for everyone that entry covered — unless they still have access another way, for example through a parent folder or their role.

How access is resolved​

A user can open a document when any of these is true:

  • The document is public and its folder chain is public.
  • They have an access entry on the document.
  • They have an access entry on any parent folder — access is inherited down the tree.
  • They're a Manager or Organization Admin.

Because children can only be more restrictive than their parents, making a parent public again also makes its descendants visible.

Make a private area public again​

  1. Open the folder.
  2. Turn public back on.
  3. Save.

Result: the folder and everything inside it become visible to all project members again.

Next steps​

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