Sharing and managing folder or subfolder in Samepage is helping you deliver the right set of information to the right people. Before you start sharing folders and subfolders, it’s good to understand how sharing works in Samepage.
Additive Access Rights
In Samepage, we use Additive Access Rights. That means you can add more people to a subfolder or extend their access, but you cannot limit or remove their access. Additionally, if you add someone to a folder, she/he will have access to that folder and all it’s subfolders. This allows you to create a simple folder structure without complicated exceptions to the access rights.
However, with some planning, you can achieve a situation where a member will not see the contents of a top-level folder, but only specific subfolder(s). See the section below How to limit access to a subfolder for how to set up this type of situation.
Share a Folder
Samepage allows you to share either a whole folder or a single document. Share a Folder is perfect when you want to share all of the documents in that folder with somebody else. When sharing a folder you define the access rights for the sharing, in general you can choose from Manager, Full Editor, Writer and Reader. For more information please see our help article Assigning Access Rights in Folders.
You can share a folder with someone outside of your organization, or with someone inside the organization that does not already have access rights to that folder.
Share folder when creating on desktop or laptop computer:
- Click Create new button and name your folder
- If you want to share the folder with all members of your organization, or the members of the parent team, click CREATE
- If you want to select specific users to share the folder with click Change and select the users that you want to share the folder with or enter the email addresses for the guests that you would like to share the folder with
Share folder when creating on mobile:
Currently it is not possible to share the folder when creating it on mobile. Please see the steps below for Share existing folder on mobile.
Share existing folder on a desktop or laptop computer:
- Navigate to that folder
- Click on the blue icon in the upper right corner
- In the dialog select the members to share the folder with or enter the email addresses for the guests that you would like to share the folder with
Share existing folder on mobile:
- Navigate to that folder
- Click on the 3 dot menu in the upper right corner
- From the context menu select Share
- In the following screen select the members to share the folder with or enter the email addresses for the guests that you would like to share the folder with
How to limit access to a subfolder
There are scenarios when you need a particular subfolder to have more restricted access than subfolders around it. Since the system of rights is additive, you need to start one level above.
Say you have a Sales Team folder in which you have sub-folders for each member of your team – Emily, John, and Francis – that should be seen only by you and the team member. There are also subfolders 2020 Q1 and 2020 Q2, where you will all work together on some reports and discuss strategies.
To create this type of structure, you need to set the Sales Team visible only to you. Then on the subfolder Emily, you add just Emily; John will get access to the John folder, and the same applies to Francis, access only to the Francis folder. Then for the collaborative subfolders 2020 Q1 and Q2, you need to go to those subfolders and add all the team members, Emily, John, and Francis.
Alternately, you could create a Common Space subfolder, inside of the Sales Team folder, in which you move the 2020 Q1 and 2020 Q2 folders. Then, you can manage the sharing for the Common Space folder separately from the other folders.