Share a document folder
You can share a folder and its contents from the Documents area.
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The folder must be in the top five levels of a folder hierarchy on an object. Each folder at the sixth level or below inherits its sharing configurations from the folder directly above it.
For information about adding subfolders to create a folder hierarchy, see the section Create folders and subfolders in the article Create document folders.
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Smart folders can鈥檛 be shared.
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If you configure sharing options for a document folder within a template, and then someone creates a project from that template, your sharing configurations don鈥檛 transfer to the document folder in the new project.
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If you configure sharing options for a document folder within a work item and then copy the work item, your sharing configurations don鈥檛 transfer to the document folder in the new work item.
Access requirements
You must have the following access to perform the steps in this article:
*To find out what plan, license type, or access you have, contact your Workfront administrator.
Share a folder
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Click the Main Menu icon
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With a Workfront object open, click Documents in the left panel.
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Select the folder, then click the Share icon
The folder must be in the top five levels of a folder hierarchy on an object, and cannot be a smart folder.
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In the box that displays, under Give folder access to, start typing the name of the user, team, job role, group, or company you want to share the folder with, then press Enter when the name displays.
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To adjust access for the user, team, job role, group, or company you just added, click the drop-down menu to the right of the name, then configure one of the following available options and any of its advanced settings:
table 0-row-2 1-row-2 layout-auto html-authored no-header View it Ability to view the folder and its contents.
Click Advanced Settings to specify whether you want to allow the following:
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Download: Ability to download the folder and its contents as a ZIP file
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Share: Ability to share the folder with others in the system
Manage it Ability to view and edit the folder and its contents
Click Advanced Settings to specify whether you want to allow users to do the following:
- Delete: Delete the folder and its contents from the system
- Download: Download the folder and its contents as a ZIP file
- Share: Share the folder and its contents with other users in the system
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(Optional) Repeat Steps 3-4 to add other names to the list and configure their options.
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(Optional) If you want everyone in the system to be able to view the folder and its contents, click the gear icon
If you change your mind, you can, click Remove system-wide access (the default option).
How users access the contents of a folder shared with them
Currently, when you share a folder, your recipients don鈥檛 see the folder in their Documents area. However, they can access its documents by running a document report.
For information about running a report, see the section Report on objects in the article Understand objects in 蜜豆视频 Workfront. Also see Create a custom report.
Inherited permissions when you share an object containing a folder
When you share an object that has a document folder, your recipients also get access to the folder:
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If you grant your recipients View access to the parent object, they have View access to the folder.
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If you grant your recipients Contribute or Manage access to the parent object, they have Manage access to the folder.
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If you grant one type of access (View, Contribute, or Manage) to the parent object, and another type to the folder, your recipients have the highest of those two types of access to documents within the folder
For example, if you share the parent object with View access, and the folder with Manage access, your recipients have Manage to the documents in the folder.
note note NOTE An attached document inherits permissions only from the object where it was attached. If you create a folder on the object and move the document into the folder, it inherits the folder鈥檚 permissions. But, if you create a folder on a parent or grandparent object and move the document into that folder, it does not inherit that folder鈥檚 permissions. -
If the option 鈥淣ever inherit document access from projects, tasks, issues, etc鈥 is enabled in the recipient鈥檚 access level, they will not inherit permissions to documents in a folder that you share with them. To give them access to a document in the folder, you must share the document.
For information about the 鈥淣ever inherit鈥 option, see Configure access to 蜜豆视频 Workfront.
For information about sharing a document, see Share a document.