Visibilities & permissions on folders & documents

• Adjusting the visibility
• Inheritance of visibility on the folder structure
• Visibility on individual documents
• Visibilities on folders & files

Customize visibility

Customizing visibility allows administrators to define which teams have access to which folders and content. This allows sensitive data to be protected and relevant information to be released in a targeted manner.

To display or adjust the visibility of a folder, click on the shield icon of the desired folder. In this view, the visibility settings for the individual teams can be adjusted. The following article describes how the visibility check by teams or users works: Visibility check

The visibility can be changed by clicking on the teams.

1. Visible and editable
2. Visible
3. Not visible

Access to documents, data, files, authorizations, view rights, write rights

Inheritance of visibility on the folder structure

The visibility of a folder is inherited by all subfolders by default. This inheritance remains in place until different visibility rules are made for a subfolder. The advantage of this inheritance is that the visibility for parent folders can be set centrally without having to adjust the settings for each subfolder individually.

If the visibility of a parent folder is adjusted, the visibility of all subfolders is updated, provided that these subfolders do not have individual visibility rules. Such specific settings in a subfolder remain unaffected by changes in the parent folder. Visibility inheritance can be restored with "Reset". Folders at the top level cannot be reset. These changes can only be made by project administrators or project coordinators who have created the folder themselves.

A special case occurs when a subfolder has a higher visibility than its parent folder. In such cases, the subfolder cannot be accessed via the normal folder structure. As a solution, a link can be created to this subfolder, which enables direct access even if the parent folder is not visible. 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 visibilities, undo visibility rights, undo visibilities

Visibility on individual documents

Individual files cannot be released specifically for individual persons. To ensure security and traceability in the project, this role is deliberately omitted. Individual file shares quickly lead to oversharing, whereby files could be passed on internally or externally in an uncontrolled manner. As a result, the overview of access rights is lost, the rights structure of a project becomes opaque and makes rights management more complex. Only the project administrator should be able to manage access rights. Although the visibility of individual files cannot be changed directly, it can be viewed. The following applies: files always assume the visibility of the folder in which they are located.

The following alternatives are available:

• The file can be moved to a folder to which the target person already has access. A link to the file can then be inserted at the original location. Further information can be found in the following article: Links in the folder structure
• For complex projects, a structure with a common editing area and separate team folders for targeted collaboration is recommended
• In cases where the file should only be viewed, a separate folder can be created in which the visibility is extended - without sharing other content
• Alternatively, the file can be attached to a task as an attachment (only if no editing is required)
• External recipients have the option of sending document folders as a ZIP file: The folder is first downloaded as a ZIP, then uploaded again using drag & drop and shared using the role Send externally

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

Visibilities on folders & files

Visibilities on folders & files

Updated on: 04/07/2025