How to manage access rights to documents

The Documents module is not bound to spaces and the access rights on spaces do not correlate with the rights in this section. Each user can create and work with their own documents by inviting and granting access rights to others. 

Even an account owner may not have access to a folder/document of another user.

In this article you will learn:

• what user roles there are in the Documents module;

• how to give access to all team members or only selected users;

• how to share a document with people who don't use FlowFast.

User roles in the Documents module

Let's point it out again: the roles in Documents and the roles in Spaces are different entities. This is important to remember.

There are three roles in Documents:

• Administrator – can create, edit, share link, transfer and edit permissions to a document, delete it.

• Writer – can create, edit, share links.

• Reader - can view and copy the content of documents.

Important! Only the administrators of the documents can delete documents. The space administrator cannot delete a document of another user unless he/she has appropriate permissions for the document/folder.

Regulating access to documents and folders

Each folder and document can be accessed by clicking the "Access" button in the right corner of the screen. After that you should choose who can view this document or folder.

If you choose the "Everyone users in the company (except except guests)" option – the document or folder will be seen by all active users of the company regardless of space access. By default all users are given the 'Read Only' role, but you can grant other rights to selected colleagues if you wish.

If you choose the "Only invited users" option – no one will see the document or folder until you add members yourself. For each added participant you can set up the role: administrator, writer, reader.

When inviting a user, you are prompted immediately to define their rights:

Important! Access to a folder is prioritised over access to the document in that folder. This means if you give a user read-only access rights to a document inside a folder, but give him/her "Writer" access rights to the folder itself he/she will have writer access rights for each document in this folder where you invited the user.

The documents and folders to which the user has access are displayed in the left side menu under Documents.

You can also copy the link to share it with colleagues or attach it to a card:

Public access to documents

You can share documents with those who do not use FlowFast.

There is a public access function for this purpose:

1. Click the "Share" button in the upper right corner of the document.

2. Toggle the "Share to the web" toggle switch. 

3. Copy the Public URL.

By clicking on this link, anyone can open and read the document. They will not be able to edit the document.
Attention! You should use this veryPublic URL to make your document available to the public. 

And you can share the Link to the document with those who have access to it, e.g. add it to cards or send it to other messengers for quick access, not for searching in the Documents list.