Employee Hub Permissions: How Stories, Files, and Folders Can Be Created and Shared
Updated
by
Leigh Hutchens
- Permissions
- Stories
- Files & Folders
- Who can create a folder?
- Who has access to see the folder I created?
- Who can create files in folders?
- How does edit vs create content in a folder work in public vs private folders?
- How do you share a folder with users?
- Can you edit content other users created in a folder?
- How do we rule which people can read, edit and write in files?
Permissions
The permissions below define what users can see, create, and share within the Employee Hub. Because some companies rely on a combination of module access and collaboration-group hierarchy, these settings work together to determine who can create stories, manage files and folders, and distribute content. Use this table to understand how each permission level shapes a user’s capabilities and what needs to be enabled for different actions.
Employee Hub | Controls if the user can create new resources (Events, Files, Forms, Tasks, Stories, etc.) in the Employee hub. Basically, this function rules whether you can create all resources in the employee hub:
There are additional permissions that grant users the ability to VIEW the following modules:
For example, in order to create a Story, permission must be given for both the Employee Hub AND Stories module. |
Distribution | Controls if the user can select an audience and distribute created resources in the Employee Hub. |
Stories
Who can create a story and who can they distribute it to?
Everyone that has the Employee Hub permission set to “write”, and the Distribution permission to “write”, and the Story module permission set to “read” can create and distribute a story.
Who can they share a story with?
Stories you create can be seen by other members of your group and your superiors by default. Depending on where you sit in the collaboration group tree, you can choose to share a story with everyone on your level (in your group) and below you (groups underneath you in your tree branch).
Files & Folders
Who can create a folder?
Everyone that has the Employee Hub permission set to “write”, and the Distribution permission to “write” can create and distribute a folder. If you only have “read” access on the Employee Hub permission you can only see existing files and folders, not create folders or add content to folders.
Who has access to see the folder I created?
When you create a folder, it will be visible to you and your group, your superiors (people above you in the collaboration group hierarchy tree) can also see the folder and its content by using the location picker. If you want to give other users in groups below you access to the folder, you need to share the folder with them see how here.
Private folders and their contents are visible only for you and anyone you actively share it with, other people in your group or above you will not see this folder automatically. You must explicitly share it with those who need access, but you can only share it with people in your group, or groups below yours in the hierarchy.
Who can create files in folders?
If I am a manager in the group at the top of the collaboration group tree, and I create a folder and add content to that folder, only other people in the same group as me (people that are also in the top group) can edit/delete the content I created.
Other people in groups below my group are free to create new content by themselves in that folder, but they can't edit my content. I can not edit content created by people in groups below my group either. The same logic applies for any folder created in groups in different parts of the collaboration group tree.
How does edit vs create content in a folder work in public vs private folders?
Public folder: If i am a manager on the top of the collaboration group tree, and I create a folder and content to that folder, only other people in the same group as me (people that are also in the top group) can edit/delete the content I created. Other people in groups below my group are free to create new content by themselves in that folder, but they can't edit my content. The same logic applies for any folder created in groups in different parts of the collaboration group tree.
Private folder: In a private folder, the logic is different - the creator of the folder is the only one that can edit/delete his own content - other people in the same group cannot edit it. Other people that are shared to this private folder could add their own documents and delete/edit their own documents though.
How do you share a folder with users?
Read more about how to share a folder with users here.
Can you edit content other users created in a folder?
In a public folder, you can edit content created by other members of your own group. You CANNOT edit content created in the folder by people below you though.
How do we rule which people can read, edit and write in files?
Write and edit is explained in the permission at the top of this document. When it comes to regular users, everyone can access the Files tab, and the files that are shared with them in web.quinyx.com.
