With the help of the Folder-Permissions-Matrix you can quickly and easily edit
- access for groups on folders (Security),
- default permissions for documents (Folder Content-Security)
- and default notifications (Folder Content-Notifications)
of several folders or the entire folder structure of your project. Afterwards, you can import the matrix in the Project Space.
|Note: All previous settings are overwritten after the import. The settings of individual participants remain unchanged as these settings cannot be edited in the matrix.|
- First export the report "Folder-Permissions-Matrix". Refer to Export and import Reports and Matrices to learn how to export the report.
- Download the report and open it with Excel.
- For a better overview and easy handling of the matrix use our Excel macro. Refer to Excel macros to learn about how to run a macro in Excel. Alternatively adjust the view as shown in the screenshot.
- Now you can edit the Folder-Permissions-Matrix.
- Every folder of the Folder-Permissions-Matrix has two rows:
- In the first row, the permissions on the folder are defined. These are the settings on the "Security" tab of the folder properties.
- In the second row, default permissions and notifications for documents which will be uploaded to this folder are defined. These are the settings on the "Folder Content-Security" and "Folder Content-Notifications" tab of the folder properties.
- In column A of the first row of every folder you must enter the folder's level in the folder structure.
- The 3 permissions are organized hierarchically and can therefore not be combined in one cell. Notifications in the second row, on the other hand, can be combined with permissions in one cell. In this case you have to separate them with an underline "_" from one another, e.g. see step 13 with the combination R_NC.
The following abbreviations are used in the Folder-Permissions-Matrix. Refer to Permissions for Documents to find our recommended permission combinations, as well in the screen shot of the example.
"Security" of the folder / first row
R Read: You can see the directory in the folder tree and access its properties.
W Write: In addition to Read, you can also create documents in the directory and copy it.
F Full access: In addition to Write, you can edit the properties of the folder and either delete or move it. You can also create further sub folders.
"Folder Content-Security" for documents / second row
R Read: You can open the document using the viewer and download it and view the properties.
W Write: In addition to Read, you can also create new versions, copy the document and change notifications.
F Full access: In addition to Write, you can edit all metadata of a document, move it and unblock it.
"Folder Content-Notifications" for documents / second row
NC New content: Assigned Groups will be set as default recipients in the To field of the message option of the document upload screen.
- GREEN: Full Access of the admin group on all folders.
- BLUE: Write Access of the group Project management on the folder 20 Client: Write on the folder and Full Access on the Documents.
- Yellow: Read Access of the General Contractor on the folder 30 CAD directive: Read for folder and documents.
- ORANGE: Write Access with message option of the Client group on the folder 20 Project Management: Write on the folder and Full Access + New content on the Documents
- Make the changes of the permissions assignment and save the matrix with "Save as".
- In the drop-down menu "Save as type" select the file format "CSV (comma separated) (*.csv)".
- Now click on "Save" and confirm the next prompt with "Yes".
- If you close the file now Excel asks you if you want to save the file. As you did this before click on "No".
- In the last step import the Folder-Permissions-Matrix. Refer to Export and import Reports and Matrices to learn how to import the matrix.
|Note: The number and names of folders and groups in the matrix need to match the project space when you import it. If the folder or group structure has been changed in the Project Space (e.g. you added, deleted or renamed a group or folder), while you are editing the matrix, the changes must be adopted in the matrix as well. If this is not the case, the import will fail. If extensive changes has been done we recommend to export the matrix after the changes again and then edit the matrix which now contains the current folder and group structure.|
Be aware that changing the permissions of the Folder Content-Security never applies to existing documents in the folders. The changes will only apply to documents which are created after the changes. If you want to adopt the changes for existing documents as well you have to use a multifunction to change the permissions.
|Note: If you have not yet created any folders or groups in a newly created project, you can have them created automatically by importing a Folder-Permissions-Matrix. Find more information at Create a project structure with the Folder-Permissions-Matrix.|