Managing file visibility within your account is crucial to ensure that admins and reps only access the files relevant to their roles. Repsly new functionality for Setting Visibility for Folders becomes essential for organizations that support multiple brands, languages, or teams, helping maintain operational efficiency and confidentiality.
To manage files visibility effectively, admins can assign users to specific Folders. This assignment determines which files users can access on both web and mobile platforms. By default, Folder visibility is set to "All," meaning no restrictions are applied initially. It is important to note that if a user is given access to a parent folder, they will automatically have access to all subfolders. Restrictions cannot be applied independently to subfolders if the parent folder is accessible.
To assign Folder visibility, follow these steps:
1. To set the visibility of a Folder, navigate to the Files section and select the Folder you want to modify.
2. Click on three dots and select Set visibility.
3. Search for users you want to give access to. After selecting Apply, the Folder is visible only to assigned users. Access to the Folder implies access to all sub-folders and files within.
Some scenarios and rules to understand how the new feature works:
- Offline Mode Access:
- If a user's access to a Folder is revoked, the user can still view files they had access to while in offline mode.
- Form Attachments:
- Users can view files attached to forms they can access, even if they do not have direct access to those files. For instance, if Folder A is restricted but has files attached to a form accessible by the user, they can see Folder A files while completing the form but not directly from the Files screen.
- Place Assignments:
- Folder visibility restrictions apply even if files are assigned to places. A user must have specific Folder access to view files assigned to a place, regardless of their assignment to that place.
- Admin Permissions:
- Only Admins without territory restrictions can set visibility rules. This is because they need unrestricted access to see all users and determine files folder access.
- The Account Owner retains access to all folders and cannot be removed from any folder's access list.
- Files Permission:
- The Files permission (under Admin Permissions) controls whether a user can see the Files page on the web (but does not affect mobile access).
- Folder Movement:
- When a subfolder is moved to a different parent folder, users with access to the original parent folder will lose access to the subfolder unless granted access to the new parent folder or the subfolder itself.
By carefully managing folder visibility settings, organizations can ensure that users only access files that are relevant to them. This improves operational efficiency, security, and ensures proper access control across different teams, brands, and languages.