Configuring Document Library Folder Settings
Administrators can restrict security roles to only upload specified file types in the Document Library through File Upload Restriction settings. Administrators can also restrict their ability to follow folders and to create folders in the root folder. These configurations provide granular control over user capabilities within the Document Library module based on security role assignments and organizational security policies.
Requirements
To configure Document Library folder settings, users must be assigned a security role with the following permissions:
- Administrator System Role
Understanding Folder Settings Configuration
Security Role-Based Controls
File Type Restrictions: Administrators can limit which file extensions specific security roles can upload, providing content control and security management across different user types.
Social Collaboration Controls: Follow folder functionality can be enabled or disabled for specific security roles based on organizational collaboration policies.
Root Folder Creation Rights: Control which security roles can create folders at the root level of the Document Library, maintaining organizational structure and access control.
Administrative Override
Administrator Privileges: Users with Administrator System Role maintain full access to all folder settings and capabilities regardless of individual security role restrictions.
Role-Specific Enforcement: Folder setting restrictions apply to non-administrator users based on their assigned security role configurations.
Configuring Document Library Folder Settings
Accessing Folder Settings Configuration
- In the Setup Home page, click Security > Security Roles
- Select the security role you want to configure
- Click Edit
- In the All Entities tab, find the Folder (system) entity and click Change
- Select the Folder Settings tab
File Upload Restriction Configuration
Accepted File Extensions Setup
- In the File upload restriction field, enter the accepted file extensions that the security role can upload
- Use comma-separated format for multiple file types (e.g., "pdf,doc,docx,jpg,png")
- Leave blank to allow all file types for the security role
- Extensions should be entered without the dot prefix
File Type Strategy Considerations
- Security-Based Restrictions: Limit potentially dangerous file types (executable files, scripts) for external user roles
- Content-Specific Limitations: Restrict certain roles to document types relevant to their business function
- Storage Management: Control file types that consume significant storage space based on organizational policies
- Compliance Requirements: Implement file type restrictions required by regulatory or security compliance standards
Social Collaboration Settings
Follow Folder Functionality
- Check Follow Folder Enabled if you would like the security role to be able to follow folders
- Leave unchecked to disable follow functionality for the security role
Follow Folder Implications
- Enables users to receive notifications about folder activity and updates
- Supports collaborative workflows and information sharing
- May generate email notifications based on user preferences and activity levels
Root Folder Creation Permissions
Create Root Folder Access
- Check Create Root Folder if you would like the security role to be able to create folders in the root folder
- Leave unchecked to restrict root folder creation to administrators only
Root Folder Creation Strategy
- Organizational Structure Control: Limit root folder creation to maintain consistent organizational hierarchy
- Content Management: Prevent proliferation of unorganized root-level folders
- Access Control: Ensure proper folder sharing and permission management through controlled creation
Saving Configuration Changes
- After configuring all desired folder settings for the security role
- Click Save Changes to apply the restrictions
- Settings take effect immediately for users with the configured security role
Strategic Implementation Guidelines
Security Role Planning
Role-Based Restrictions
Employee Security Roles
- Generally broader file type permissions for internal content creation
- Follow folder functionality enabled for collaboration
- Selective root folder creation based on organizational hierarchy
Partner Security Roles
- Restricted file types based on partnership requirements and security policies
- Follow folder functionality for collaborative engagement
- Limited or no root folder creation to maintain organizational control
Customer Security Roles
- Highly restricted file types focusing on support and feedback materials
- Follow folder functionality for engagement with shared resources
- No root folder creation to prevent organizational structure disruption
File Type Security Strategy
High-Security Environments
- Implement strict file type restrictions for external users
- Allow only essential document and image formats
- Prohibit executable files, scripts, and potentially dangerous formats
Collaborative Environments
- Balance security with functionality by allowing common business file types
- Consider workflow requirements when setting restrictions
- Enable broader file type access for internal users while restricting external access
Compliance-Driven Organizations
- Implement file type restrictions required by industry regulations
- Document restriction rationale for compliance auditing
- Regular review of file type policies based on evolving compliance requirements
Best Practices for Folder Settings
Implementation Planning
Gradual Rollout Approach
- Start with restrictive settings and expand based on user feedback and security assessment
- Test file type restrictions with representative users before full deployment
- Monitor follow folder usage to optimize collaboration settings
Documentation and Communication
- Document file type restrictions and rationale for user training materials
- Communicate folder setting limitations to affected user communities
- Provide clear guidance on approved file types and alternative solutions
Ongoing Management
Regular Review Processes
Security Assessment
- Periodically review file type restrictions based on evolving security threats
- Assess follow folder usage patterns for optimization opportunities
- Monitor root folder creation to ensure organizational structure compliance
User Feedback Integration
- Collect feedback from users about file type limitations and workflow impact
- Adjust restrictions based on legitimate business requirements
- Balance security requirements with user productivity needs
Compliance Monitoring
- Ensure folder settings continue to meet regulatory and organizational requirements
- Update restrictions based on changing compliance standards
- Maintain audit trails for folder setting changes and rationale
Integration with Document Library Security
Relationship to Other Access Controls
Security Role Integration: Folder settings work within the broader Security Role permission framework and complement entity-level permissions.
Folder Sharing Compatibility: File upload restrictions apply within shared folders, ensuring consistent security regardless of sharing configuration.
Administrative Override: Administrator System Role users bypass folder setting restrictions while maintaining security control over other users.
Module Integration
Social Collaboration: Follow folder settings integrate with the broader Social Collaboration module functionality and notification systems.
Storage Management: File type restrictions support overall storage optimization and capacity planning strategies.
User Experience: Folder settings should be configured to support user workflows while maintaining security and organizational requirements.
Document Library folder settings provide essential administrative control over user capabilities, enabling organizations to balance collaboration, security, and organizational structure through role-based configuration management.
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