Set Folder Permissions

Note: To use folder permissions, it needs to be enabled for your organization. For more details, contact support@workiva.com.

Understand Folder Permissions

Folder permissions determine who can view and edit folders in a workspace. You can update and set folder permissions for collaborators and groups to control who sees what folders. By default, everyone in the All Users group is set with Owner permission to all folders. As you work with permissions, we suggest you don't delete or modify the All Users group.

To learn how to change the default folder permissions, see Manage Folder Permissions.

How do folder permissions interact with file permissions?

Setting or changing permissions on a folder does not change the permissions on files in that folder. Files in a folder do not inherit permissions from the folder–permissions are set separately for folders and files.

For example, if someone has Viewer access to a folder, but Owner permissions to a file in it, they keep Owner permissions to the file. Also, if you move a file into or out of a folder, it does not change the file's permissions.

What happens when I create a new file in a folder?

When you create a new file or upload a file to a folder, by default it sets the file with the folder's permissions. After you create a file, you can change or adjust permissions on files as needed.

What happens if I remove permissions to a folder?

If you remove permissions on a folder for someone, they’ll no longer see the folder listed in Files. They can still access any files they have permission to in that folder with a direct link or using search. Additionally, if the file was recently opened or starred, they can still see the file listed in Starred or Recent Files.

Permission Levels

There are three levels of permissions you can set for folders:

• Owners can edit and manage folder contents, as well as modify permissions.
• Editors can edit the folder's contents, as well as add new files and subfolders.
• Viewers can see and open a folder, but can't make any changes.

If you remove permissions to a folder, collaborators won’t see the folder listed in Files. Read the tables below to see what each permission level can do.

Use Folders

Manage Folders

Set Permissions

To set permissions for a folder:

1. From Files, right-click the folder.
2. Select Permissions .
   
3. Search or scroll the list to find collaborators. You can click the Filter icon to view collaborators by permission level.
4. Select a permission level by clicking an option.
5. Click Apply Changes.

Remove Permissions

To remove a collaborator or group from a folder:

1. From Files, right-click the folder.
2. Select Permissions .
3. Hover over their name and click the X.
4. Click Apply Changes. 

Note: If you remove a collaborator's permission to a folder, they won't be able to see the folder in Files.

What’s Next

For additional details on using folders, see the following articles:

• Using Folders
• Manage Folders and Files