Articles on: Documents & plans
This article is also available in:

Visibilities & authorizations of folders & documents


General information on visibility & authorizations can be found in the following article: Visibilities & authorizations


Basic information on visibility

The visibility of folders and documents is always controlled by the folder in which they are located. By default, the visibility of a folder is inherited by all the subfolders and documents it contains. This inheritance remains in place until a different visibility is set for a subfolder. The advantage of this inheritance is that the visibility can be easily defined at a higher level and there is no need for time-consuming adjustments to subfolders and documents. If necessary, the visibility of a subfolder can still be adjusted individually and flexibly.


In order to ensure the simplicity, security and clarity of access rights in the project, the individual control of visibility on individual documents is deliberately omitted. The following alternatives are available for this purpose:

  • The document can be moved to a folder that is visible to the required person. A Link to the document can be inserted at the original location so that the logical structure is retained.
  • A separate folder with customized visibility can be created in the document folder and the document can be moved there. This allows the visibility to be specifically extended without releasing other content. In this case, the required person can access the folder or document via a direct link in a task or a Link in the folder structure, for example.
  • If no joint edit of the document is necessary, it can be inserted as an attachment to a task or topic (should only be used in exceptional cases).
  • For complex projects, a structure with common processing areas is recommended for targeted collaboration between one or more teams.


File sharing, access control, visibility settings, team collaboration, individual sharing

Customize visibility

When a folder is created, it inherits the visibility of the parent folder (if available) or is visible to the Basic teams in the project by default. The visibility can be adjusted after creation via the shield icon By authorized users. There are three levels of visibility:

  • Visible and editable (write permission)
  • Visible (visibility right)
  • Not visible


Documents in the media library are visible to all persons in the project. For details see Visibilities & authorizations in details.


Adjusting the visibility of a folder automatically affects all subfolders and documents contained in it, as the visibility is inherited. Exceptions to this are subfolders, which have their own visibility.



When displaying the visibility of a folder, you can see whether the folder has a specific visibility or inherits it from its parent folder. The inheritance of visibility can be restored with "Reset". The visibility of folders at the top level cannot be reset.




A special case occurs when a folder has a higher visibility than its parent folder. In this case, the folder may not be accessible via navigation through the folder structure. As a solution, a shortcut to this folder can be created, which enables direct access to the folder. The creation of such shortcuts is described in the following article: Links in the folder structure. The folder can also be linked directly in a task or topic.



Restore visibility, undo visibility, undo visibility, access to documents, data, files, authorizations, view rights, write rights

Visibilities & authorizations in details


Folder


Project administrator

Project coordinator

Creator

Remaining users

Create (*)

*

* With write permission *

–

* With write permission *

Upload (*)

*

* With write permission *

–

* With write permission *

Display / Edit

 Show in structure

*

* With visual right *

* With visual right *

* With visual right *

 Show designation

*

* With visual right *

* With visual right *

* With visual right *

 Edit designation

*

* With write permission *

* With write permission *

* With write permission *

 Show contents

*

* With visual right *

* With visual right *

* With visual right *

 Edit content (**)

*

* With write permission *

* With write permission *

* With write permission *

 Show status

*

* With visual right *

* With visual right *

* With visual right *

 Change status

*

* With write permission *

* With write permission *

* With write permission *

 Show visibility

*

* With visual right *

* With visual right *

* With visual right *

 Edit visibility

*

* As creator / with write permission *

Favorite

*

* With visual right *

* With visual right *

* With visual right *

Download

*

* With visual right *

* With visual right *

* With visual right *

Synchronize

*

* With visual right *

* With visual right *

* With visual right *

Move (*)

*

* With write permission *

* With write permission *

* With write permission *

Copy (***)

*

* With visual right *

* With visual right *

* With visual right *

Delete (*)

*

* With write permission *

* With write permission *

* With write permission *


(*) These actions require write permission on the parent folder. Only project administrators have write permission at the top level.

(**) Editing the contents of a folder depends on the visibility of the corresponding contents.

(***) Only the contained subfolders and documents that are visible to the user are copied.



Documents


Project administrator

Project coordinator

Creator

Remaining users

Create (*)

*

* With write permission *

–

* With write permission *

Upload (*)

*

* With write permission *

–

* With write permission *

Display / Edit

 Show in structure

*

* With visual right *

* With visual right *

* With visual right *

 Show designation

*

* With visual right *

* With visual right *

* With visual right *

 Edit designation

*

* With write permission *

* With write permission *

* With write permission *

 Show content

*

* With visual right *

* With visual right *

* With visual right *

 Edit content

*

* With write permission *

* With write permission *

* With write permission *

 Show status

*

* With visual right *

* With visual right *

* With visual right *

 Change status

*

* With write permission *

* With write permission *

* With write permission *

 Show properties

*

* With visual right *

* With visual right *

* With visual right *

 Edit properties

*

* With write permission *

* With write permission *

* With write permission *

 Show visibility

*

* With visual right *

* With visual right *

* With visual right *

 Edit visibility (**)

 Show version history

*

* With visual right *

* With visual right *

* With visual right *

Favorite

*

* With visual right *

* With visual right *

* With visual right *

Download

*

* With visual right *

* With visual right *

* With visual right *

Synchronize

*

* With visual right *

* With visual right *

* With visual right *

‎Send externally

*

* With visual right *

* With visual right *

* With visual right *

Plotting

*

* With visual right *

* With visual right *

* With visual right *

Sign

*

* With write permission *

* With write permission *

* With write permission *

Move

*

* With write permission *

* With write permission *

* With write permission *

Copy

*

* With visual right *

* With visual right *

* With visual right *

Delete

*

* With write permission *

* With write permission *

* With write permission *


(*) These actions require write permission on the parent folder. Only project administrators have write permission at the top level.

(**) The visibility of documents cannot be changed as this is controlled via the folders.



Media


Project administrator

Project coordinator

Creator

Remaining users

Upload (*)

*

*

–

*

Display / Edit

 Show in structure

*

*

*

*

 Show designation

*

*

*

*

 Edit designation

*

*

*

*

 Show content

*

*

*

*

 Edit content

*

*

*

*

 Show properties

*

*

*

*

 Edit properties (*)

* Restricted *

* Restricted *

* Restricted *

* Restricted *

 Show visibility

*

*

*

*

 Edit visibility (**)

 Show version history

*

*

*

*

Favorite

*

*

*

*

Download

*

*

*

*

Synchronize

*

*

*

*

‎Send externally

*

*

*

*

Delete

*

*

*

*


(*) If the document is linked to a journal entry, the categories cannot be edited.

(**) The visibility of media cannot be changed as they are visible to all people in the project.


Visibilities on folders & documents


Updated on: 07/08/2025