This article is also available in:

Visibility & Permissions for Folders & Documents

Basics of Visibility
Adjusting Visibility
Visibility & Permissions in Details
Troubleshooting Visibility Settings

For general information on visibility and permissions, see the following article: Visibility & Permissions

Basics of Visibility

The visibility of folders and documents is always controlled by the folder in which they are located. By default, a folder’s visibility is inherited by all subfolders and documents it contains. This inheritance remains in effect until a different visibility setting is specified for a subfolder. The advantage of this inheritance is that visibility can be easily set at the parent level, eliminating the need for time-consuming adjustments to subfolders and documents. If necessary, however, the visibility of a subfolder can still be adjusted individually and flexibly.

To ensure that access rights within the project remain simple, secure, and easy to understand, we have deliberately chosen not to allow individual control over the visibility of specific documents. The following alternatives are available:

The document can be moved to a folder that is visible to the appropriate person. At the original location, a Link to the document can be inserted to preserve the logical structure.
A separate folder with customized visibility can be created within the document's folder, and the document can be moved there. This allows you to selectively expand visibility without sharing other content. In this case, the authorized user can access the folder or document via, for example, a direct link in a task or a Link in the folder structure.
If collaborative editing of the document is not necessary, it can be used as an attachment for a task or a topic (this should only be done in exceptional cases).
For complex projects, a structure with shared workspaces is recommended to facilitate targeted collaboration between one or more teams.

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

Adjusting Visibility

When a folder is created, it inherits the visibility settings of its parent folder (if any) or is visible by default to Core Teams in the Project. Visibility can be adjusted after creation using the shield icon By authorized users. There are three levels of visibility:

Visible and editable (write access)
Visible (viewing rights)
Not visible

Documents in the media library are visible to all members of the project. For details, see Visibility & Permissions in Details.

Changing a folder's visibility automatically affects all subfolders and documents it contains, since visibility is inherited. The exception to this are subfolders that have their own visibility settings.

When viewing a folder's visibility, you can see whether the folder has a specific visibility setting or inherits it from its parent folder. Inherited visibility can be restored by clicking "Reset." The visibility of top-level folders cannot be reset.

A special case occurs when a folder has a higher visibility level than its parent folder. In this case, the folder may not be accessible via the folder structure navigation. As a solution, you can create a shortcut to this folder, which allows direct access to it. The process for creating such shortcuts is described in the following article: Links in the folder structure. The folder can also be linked directly within a task or topic.

Restore visibility, revoke viewing permissions, undo visibility changes, access to documents, data, files, permissions, viewing permissions, write permissions

Visibility & Permissions in Details

Folder

	Project administrator	Project coordinator	Creator	Remaining users
Create (*)	`*`	`` With write access ``	–	`` With write access ``
Upload (*)	`*`	`` With write access ``	–	`` With write access ``
View / Edit
‎ Show in structure	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Show label	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit Name	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ Show content	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit content (**)	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ View Status	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Change status	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ Show visibility	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit Visibility	`*`	`` As the creator / With write access ``
Add to Favorites	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Download	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Synchronize	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Move (*)	`*`	`` With write access ``	`` With write access ``	`` With write access ``
Copy (***)	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Delete (*)	`*`	`` With write access ``	`` With write access ``	`` With write access ``

(*) These actions require write access to the parent folder. At the top level, only project administrators have write access.
(**) Editing the contents of a folder depends on the visibility of those contents.
(***) Only the subfolders and documents that are visible to the user will be copied.

Documents

	Project administrator	Project coordinator	Creator	Remaining users
Create (*)	`*`	`` With write access ``	–	`` With write access ``
Upload (*)	`*`	`` With write access ``	–	`` With write access ``
View / Edit
‎ Show in structure	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Show label	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit Name	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ Show contents	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit content	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ View Status	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Change status	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ View Properties	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit Properties	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ Show visibility	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit visibility (**)
‎ View version history	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Add to Favorites	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Download	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Synchronize	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎Send externally	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Plotting	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Sign	`*`	`` With write access ``	`` With write access ``	`` With write access ``
Move	`*`	`` With write access ``	`` With write access ``	`` With write access ``
Copy	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Delete	`*`	`` With write access ``	`` With write access ``	`` With write access ``

(*) These actions require write access to the parent folder. At the top level, only project administrators have write access.
(**) The visibility of documents cannot be changed because it is controlled by the folders.

Media

	Project administrator	Project coordinator	Creator	Remaining users
Upload (*)	`*`	`*`	–	`*`
View / Edit
‎ Show in structure	`*`	`*`	`*`	`*`
‎ Show label	`*`	`*`	`*`	`*`
‎ Edit Name	`*`	`*`	`*`	`*`
‎ Show contents	`*`	`*`	`*`	`*`
‎ Edit content	`*`	`*`	`*`	`*`
‎ View Properties	`*`	`*`	`*`	`*`
‎ Edit Properties (*)	`` Restricted ``	`` Restricted ``	`` Restricted ``	`` Restricted ``
‎ Show visibility	`*`	`*`	`*`	`*`
‎ Edit visibility (**)
‎ View version history	`*`	`*`	`*`	`*`
Add to Favorites	`*`	`*`	`*`	`*`
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 it is visible to all users in the project.

Visibility Settings for Folders & Documents

Troubleshooting Visibility Settings

If the message "The visibility could not be changed. Please try again." appears when you try to adjust a folder's visibility, it may be because the folder contains too many items (documents and other folders). The maximum number is 100,000 items.

One possible solution is to create a new folder. Set the visibility permissions for this folder as desired, and then move the contents of the existing folder into the new one. The old folder can then be deleted.

Updated on: 16/07/2026

	Project administrator	Project coordinator	Creator	Remaining users
Create (*)	`*`	`` With write access ``	–	`` With write access ``
Upload (*)	`*`	`` With write access ``	–	`` With write access ``
View / Edit
‎ Show in structure	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Show label	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit Name	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ Show content	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit content (**)	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ View Status	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Change status	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ Show visibility	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit Visibility	`*`	`` As the creator / With write access ``
Add to Favorites	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Download	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Synchronize	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Move (*)	`*`	`` With write access ``	`` With write access ``	`` With write access ``
Copy (***)	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Delete (*)	`*`	`` With write access ``	`` With write access ``	`` With write access ``

	Project administrator	Project coordinator	Creator	Remaining users
Create (*)	`*`	`` With write access ``	–	`` With write access ``
Upload (*)	`*`	`` With write access ``	–	`` With write access ``
View / Edit
‎ Show in structure	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Show label	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit Name	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ Show contents	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit content	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ View Status	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Change status	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ View Properties	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit Properties	`*`	`` With write access ``	`` With write access ``	`` With write access ``
‎ Show visibility	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎ Edit visibility (**)
‎ View version history	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Add to Favorites	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Download	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Synchronize	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
‎Send externally	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Plotting	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Sign	`*`	`` With write access ``	`` With write access ``	`` With write access ``
Move	`*`	`` With write access ``	`` With write access ``	`` With write access ``
Copy	`*`	`` With right of way ``	`` With right of way ``	`` With right of way ``
Delete	`*`	`` With write access ``	`` With write access ``	`` With write access ``