Sharing Folders in the Document Library

By default, folders are restricted to the owner and administrators and are not accessible to other users. The owner or an administrator must configure sharing settings to allow users to access folders and the files contained within them. Sharing permissions provide granular control over who can view, upload, and manage content within specific Document Library folders.

Requirements

To share folders, users must be assigned a security role with the following permissions:

• Folder (system): Read and Edit
• Tab Settings, Documents: On
• App Settings: App with the Documents Tab must be Visible
• If you are not an administrator or the folder owner, the folder must be shared by the owner

Understanding Folder Sharing

Default Privacy Settings

Private by Default: All newly created folders are set to "Visible only to owner" with restricted access to the folder owner and administrators only.

Owner Control: Only the folder owner can initially access the folder and configure sharing permissions.

Administrative Override: Administrators can share any folder regardless of ownership and access all folders within the Document Library.

Explicit Sharing Required: Folders must be explicitly shared before other users can access them and participate in collaborative activities.

Access Level Control

Folder sharing controls both visibility and interaction rights, determining who can:

• View folder content and browse files within the folder
• Upload new files and create content within the folder
• Edit, move, and delete files based on permission levels
• Follow folders and receive notifications about folder activities

Configuring Folder Sharing

Accessing Sharing Settings

Method 1: Through Folder Interface

1. In the Documents tab, navigate to the folder that you want to share
2. Click the Gear icon and then click Share

Method 2: Through Folder Settings Menu

1. Navigate to the target folder in the Documents tab
2. Click the settings dropdown next to the folder
3. Select Share from the actions menu

Sharing Options Configuration

Visibility Level Selection Choose from three primary sharing options:

1. Visible only to owner

   • Only the owner can access the folder
   • All folders are set to this option by default
   • Use for private preparation and sensitive content

2. Visible to all users

   • All portal users can access the folder
   • Broadest access level for general organizational content
   • Non-portal users (i.e. public users not logged in) can access the folder if the Guest User security role has the Read permission on the Folder (system) Entity

3. Visible to certain groups of users

   • Specified users can access the folder
   • Most flexible option for targeted sharing
   • Allows precise access control with granular permissions

Granular Permission Assignment

When selecting "Visible to certain groups of users," configure specific access levels:

Adding Specific Users

• Search and add individual users by name in the lookup bar
• Users appear with their profile information and assigned permissions
• Remove users by clicking the delete icon next to their assignment

Permission Levels Configuration Define which users can access the folder by searching for them by name and select their permission level:

• Full Control: Complete management access including editing, deleting, and managing folder permissions
• Can Upload: Users can view files and upload new content to the folder
• Can View: Users can only view files within the folder (read-only access)

Adding User Groups and Security Roles

• Search for and add User Groups for efficient permission management across multiple users
• Add Security Roles to grant access to all users with specific role assignments
• Use User Groups for dynamic permission management that automatically includes new members

Public Web Access

Guest Security Roles Configuration

• Add Guest Security Roles to share folders publicly with the web
• Enables access for unauthenticated visitors to folder content
• Use with caution for sensitive or internal content
• Consider content appropriateness for public consumption and regulatory compliance requirements

Sharing Strategy and Best Practices

Content-Based Sharing Decisions

Public Resource Folders

• General organizational documents and resources
• Marketing materials and public documentation
• Company information and public-facing content
• Share with "Visible to all users" or include Guest Security Roles

Partner-Specific Folders

• Partner program resources and documentation
• Collaborative project materials and shared assets
• Partner-specific templates and guidelines
• Share with Partner Security Roles or specific partner User Groups

Customer Support Folders

• Technical documentation and troubleshooting guides
• Product manuals and user resources
• Customer-specific materials and account documents
• Share with Customer Security Roles or specific customer groups

Internal Organizational Folders

• Employee resources and internal documentation
• Department-specific materials and procedures
• Confidential organizational information
• Share with Employee Security Roles only

User Experience Considerations

Navigation and Discovery

• Shared folders appear in users' Document Library navigation based on their permissions
• Users only see folders they have access to view and interact with
• Folder organization and naming conventions help users find relevant content efficiently

Permission Hierarchy

• Sharing grants access based on the assigned permission level (Can View, Can Upload, Full Control)
• Users must also have appropriate Folder (system) permissions in their Security Role to interact with shared folders
• File-level activities depend on both folder sharing permissions and individual security role capabilities

Security and Privacy Planning

Sensitive Content Protection

Access Control Validation

• Use granular sharing for confidential or sensitive organizational content
• Review content appropriateness before enabling public access through Guest Security Roles
• Consider regulatory, compliance, or organizational security requirements for shared content

Permission Auditing

• Test sharing configurations with representative users from different access levels
• Verify that intended audiences can access and participate appropriately in shared folders
• Monitor shared folders for appropriate usage patterns and content compliance

Managing Shared Folders

Ongoing Sharing Management

Reviewing Access Lists

• Periodically review who has access to each shared folder
• Remove users who no longer need access based on role changes or project completion
• Update sharing configurations as organizational needs and structures evolve

Permission Updates

• Modify sharing settings as folder purposes and content requirements change
• Expand or restrict access based on content sensitivity and organizational policies
• Coordinate sharing changes with content lifecycle management and compliance requirements

Performance Monitoring

• Track usage patterns in shared folders to optimize sharing strategies
• Identify underutilized folders for sharing adjustment or content reorganization
• Monitor engagement levels to improve folder organization and access efficiency

Integration with Document Library Security

Relationship to Other Access Controls

Entity Permissions: Users must have appropriate Folder (system) permissions in addition to folder sharing access to interact with shared content.

Security Role Integration: Folder sharing works within the broader Security Role permission framework and respects role-based access limitations.

Account-Based Filtering: Partner and Customer users see shared content filtered by their Account associations and organizational boundaries.

Module Visibility: Users must have Documents Tab and App visibility configured in their Security Roles to access shared folders.

Social Collaboration Integration

Follow Functionality: Users can follow shared folders to receive notifications about new files and updates based on their permission levels.

Activity Tracking: Comprehensive tracking of folder sharing, access, and collaborative activities for audit and management purposes.

Folder sharing provides essential access control that enables targeted collaboration and content distribution while maintaining appropriate security boundaries and supporting diverse user communities across your portal ecosystem.

Jump to Document Library Checklist

<< Creating Folders | Configuring Document Library Folder Settings >>