Folder
- When a folder is set to "Filter" in Access Restriction Settings, users who belong to groups registered as "Accessible Groups" can access it. If this setting is not configured, all team members except guest users can access it.
- However, Owner and Team Administrator users can access all folders regardless of the above. Group Administrators, Created users, and View-only users follow the above settings. However, only when "Folder view scope" under "Business rules" in Owner Functions is enabled can those with the target roles also open folders for their subordinate groups (initial state is disabled). For more information, see Enable viewing folders of subordinate groups (Folder view scope).
- Also, if you enable "Hide SOPs in folders filtered by superior groups from people in lower groups" in "Folder view scope", people in lower groups can open the folder, but SOPs in folders filtered by superior groups will not be displayed (initial state is disabled).
Reference article
Step 5: Configure Groups (For Administrators)
Display Visibility in the List
This varies by permission. Generally, accessible = displayed, but for Group Administrators, the behavior differs for "folders one level below that cannot be accessed" compared to Created users and View-only users.
○: Displayed
×: Hidden
| Folder Status | Owner | Team Administrator | Group Administrator | Created user | View-only user | Guest |
| No access restriction | ○ | ○ | ○ | ○ | ○ | × |
| Access restriction exists in accessible group |
○ (No inaccessible folders) |
○ (No inaccessible folders) |
○ | ○ | ○ | ○ |
| Inaccessible folder at the Home level |
○ (No inaccessible folders) |
○ (No inaccessible folders) |
× | × | × | × |
| Inaccessible folder one level or more below |
○ (No inaccessible folders) |
○ (No inaccessible folders) |
○ But access is restricted |
× | × | × |
About Guest Users: The behavior in the "Guest" column in the table above changes depending on each folder's "Allow guest user access" setting.
- "Allow guest user access" is OFF for the folder: Guests cannot access or view it (default).
- "Allow guest user access" is ON for the folder: Guests can also access it. If filtering is in effect, guests must also belong to an "Accessible Group".
Additionally, guest users do not display folder hierarchy and display accessible folders and SOPs in a flat list view. For setup instructions, see Folder Access Restriction Settings.
SOP
Depends on the access restriction of the folder it is stored in.
For SOPs in draft state
Only the initiator, approval workflow target persons, and draft sharing users/groups explicitly set by the initiator can view it.
Images and video materials
Each user can choose "Team sharing", "Group Shared", or "Only me" (default is "Only me").
If you set it to "Only me", even users with Owner permission and Team Administrator permission cannot view it.