|This article is for users that have the Administrator role
Before reading this article, it's recommended you read the: Getting Started for Administrators article first.
Permissions are not accessible in My Documents which only allows file sharing, please read the How to upload files to My Documents article
As an Administrator, you have full user management capabilities. You can create new users, enable or disable their access, assign them to a group, determine what folders and files they can access and if they are able to change, modify or edit these down to a granular level.
As well as managing the groups and colleagues within your organisation, you may also have a requirement to create a login or a series of logins for an external partner such as a University or business to share documents such as reports, best practices and research findings that are stored in your Nucleus account. These users would need open and read permissions so that they are able to access documents that are located within your folder structure.
How Permissions work
As the Administrator, you will need to provide or restrict user access to your files, folders and other content in Nucleus. Administrators do not need to be added to other user groups, as this can affect the full access and actions that your role is given as a default. Whether it is providing access to members of your team, other teams, or everyone within your organisation. You can restrict users/groups ability to write, to share, delete as well as enable these functions which are explained in detail below.
By default, new users won't have access to any folders, so it's important that you assign them to the appropriate Group, or if they have a more senior role such as Sponsor, CEO, then you can add them to the appropriate folders as individuals.
To assign permissions to any user or group, you will need to go to your Documents module, click on the Permissions button (key icon) where you can then type the user name in the search box and click the Add User/Group button.
Open- see and open a folder
Read- see and download all files within a folder
Write- amend and re-upload files and also create and upload folders
Delete- delete files and folders
Manage workflow- create a collaboration
Manage permissions- manage permissions on all files and folders from this folder down
You are able to remove Groups and Users over time by clicking on the Remove [x] button.
- All permissions cascade from the top folder down unless overwritten further down the folder structure
- In order for a user to see a folder or file further down the folder structure the user must be given ‘open’ permissions to each folder from the top level down to be able to access that particular folder
- Deny will always override allow, unless the deny permission has cascaded down to the current item and there is an allow on the current items
- Allow or Deny does not have to be selected on every permission for any given folder/file, they can be left unchecked, but this also means that the group or individual selected won't be able to perform any actions left unchecked as a default.
- Within folders, you can view Inherited Permissions as long as you are either an administrator or have access to manage permissions with your user account
By setting up default groups and permission levels, you can cover the most common scenarios for the management of documentation- this is the easiest way to work with permissions.
If required you can setup more granular permissions beyond your default levels, this is covered in a separate article linked below.
Recommended: Group Permissions Overview