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Folder Permissions

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Folder permissions in Egnyte allow admins and folder owners to control access to files and folders within the Egnyte domain. By setting up appropriate permissions, one can ensure that the data remains secure while facilitating collaboration among team members. In this article, we'll explore how to manage folder permissions effectively in Egnyte.

For further questions on how permissions work in Egnyte, please refer to the Permissions FAQs article.

You can learn by watching a short video about Granting Access with Folder Permissions

Invite a User to Access a Folder

Remove a User or Group from a Folder

Folder Access/Permission Change Notification

Folder Access Levels

Sub-folder Access

Sharing from a Mobile Device

Folder Sharing with Storage Sync


Invite a User or Group to Access a Folder

After creating a new folder, a user can share the folder with their colleagues.

  • Navigate to the folder -> Select Share from the list of options
    Manage folder permissions.png
  • Click on Manage Folder Permissions.

Only Admins and folder owners can grant access to shared folders.

  • The Folder Permissions window shows all users that have access to the current folder. To share files with colleagues who already have an Egnyte user account, enter their username or group name in the search bar.
  • Click Create new account for "____" and enter a new username, email address, and password. An invitation will be sent to your colleague’s email address with instructions for logging in.
    webui_redesign_folder_permissions_add_user.png
  • When inviting new users into Egnyte, the user has the option of choosing what type of user they are added as. To learn more about the different user types, you can do so here.
  • To invite a user, provide their email address and a username. The UserName field will auto-populate with a suggested name based on the email address of the new user.
  • Apply the permissions level that the user should have. Learn more about the access levels in the next section. By default, the new user will be given Editor access to files in these folders, allowing them to download as well as edit files.
  • Click Done once you're ready. The new user will have immediate access to all files in the current folder as well as all the files contained in its sub-folders (if permissions are inherited from the parent folder).

 

Owner Permission - Access Blocked for Subfolders

Even if a user has owner permission on a folder and permission inheritance is enabled for all its subfolders, it is possible that the permission assignment can be blocked for some individual subfolders. For example, consider the scenario below - 

  • A user, Jane, is the owner of the folder /Shared/finance 
  • /Shared/finance has two subfolders - /Shared/finance/invoices and /Shared/finance/reports
  • Jane is the owner of /Shared/finance/invoices but is not the owner of /Shared/finance/reports.
  • Permission inheritance is enabled for the entire folder subtree.
  • Another user, John, has no permissions on any folders in that folder subtree.
  • Jane assigns ‘Editor’ permissions to John on folder /Shared/finance 
  • One would expect permissions inheritance to cascade the permissions so that John gets Editor permission on /Shared/finance/Invoices and /Shared/finance/reports 
  • However, note that Jane is not the owner of /Shared/finance/reports and hence, should not be able to grant any permissions on this folder.
  • Therefore, John would only get the permissions for /Shared/finance and /Shared/finance/invoices folders. Permissions for /Shared/finance/reports will remain unchanged.

One can imagine even more complex scenarios with deep folder trees, where a user is the owner of a top-level folder and also owns some of the bottom-level folders, but not the folders in the middle of the tree. The permissions would actually change only till the topmost subfolders where the grantor loses owner permission. The permissions for all other subfolders shall remain unchanged.

As a best practice, Egnyte recommends starting with minimal access at the top-level folders, and assigning permissions/ownership to users as needed at the lower-level folders

 

Remove a User or Group from a Folder

As users' duties and responsibilities change, it may be necessary to remove the permission they no longer need.

To remove a user or group from a folder:

1. Navigate into the folder where the permission needs to be removed

2. Select Share from the list of options.

3. Click Manage Folder Permissions.

Only Admins and folder owners can change access to shared folders.

Manage folder permissions.png

4. Locate the user or group that needs to be removed and click the delete icon next to its name.

Folder permission view.png

5. Once all of the users or groups have been removed, click Save to apply the changes.
Save changes after removing permission.png

Folder Access/Permission Change Notification

Whenever access to a folder is either granted, altered, or revoked for a specific user by the admin or the folder owner, a permission change email notification is sent to the user whose permission has been updated. This notification will let the users know the specific changes affecting them.

The email notification appears as follows.

Case 1: Permission is Granted

Folder permission granted notification.png

Case 2: Permission is Altered

Folder permission altered notification.png

Case 2: Permission is Revoked

Folder permission revoked notification.png

The permission change email notification is sent only when the permissions are changed explicitly for the specific user, and for each change, a separate notification is sent.
For non-explicit permission changes made through user group permissions, inheritance, and folder movement will not trigger such notifications.

 

Folder Access Levels

When fellow employees and outside business partners collaborate on a project, the user may want collaborators to have different levels of control over the files contained in the folder. This may be needed to protect against file deletions and other unauthorized modifications. Egnyte provides the ability to assign five different access levels to project folders: Viewer-only, Viewer, Editor, Full, and Owner.

The following chart lays out each level's permissions.

 

Viewer -Only (Limited Availability)

Viewer

Editor

Full

Owner*

Download/Read Files, Folders Yes Yes Yes Yes Yes
Copy Files, Folders No Yes Yes Yes Yes
Upload/Edit Files, Folders No No Yes Yes Yes
Create Sub-folder No No Yes Yes Yes
Rename Files, Folders No No Yes Yes Yes
Move Files, Folders No No No Yes Yes
Delete Files, Folders, or Versions
No No No Yes Yes
Edit Folder Sharing No No No No Yes
Create Upload Links No No Yes Yes Yes
Set Permissions No No No No Yes

*The owner permission is called "permit" in the Classic UI.

Viewer-only permission is under limited availability and is only offered to Platform Enterprise, GxP with Governance and Life Science Professional plans that meet the technical domain qualification criteria. To know more, read this article.

Sub-Folder Access

When a user shares a folder with fellow employees or business partners, they automatically receive access to all the folder's sub-folders. However, you can modify sub-folder level access by managing permissions at the sub-folder level. You can also configure a folder so that it doesn't inherit permissions from its parent.

Learn more about disabling permissions inheritance for a folder.

Learn more about "None" permission in the "Folder Permissions Report."

 

Sharing from a Mobile Device

Egnyte offers the ability to manage permissions from Android, iPhone, and iPad using Egnyte's mobile apps.

Here are the steps to manage permissions.

  1. Long tap a folder or tap the 3 dots next to the folder to see the options panel at the bottom of the screen.
  2. Tap Permission and select Add User or Add Group on the next screen.
    Folder options on mobile app - permission.png
  3. Choose who to share the folder with by searching for an existing user or group and tapping their record when it appears. To add a new user:
    • Tap the + icon to select someone from the contacts or type in their name, and tap Invite new user.
      Folder permissions on Mobile - new user.png
    • Enter their information, specify whether to make them an Administrator, Employee (Power User), or Non-employee (Standard User), and select their permission level (Owner, Full, Editor, or Viewer).
    • Once the information is entered, tap Invite, and they will receive an email with login instructions.
      Folder permissions on Mobile - new user invite.png

Folder Sharing with Storage Sync

Egnyte allows centrally managing all folder access from the WebUI, so anyone with access to folders in Egnyte WebUI will be able to access those same folders on Storage Sync. When you make changes to folder access in your Egnyte account, the modifications are automatically applied to the local folder structure on Storage Sync.

When you initially migrate data to your Egnyte account, Egnyte replaces NTFS local file server permissions with folder access levels that have been set in the cloud.

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