In this lesson you
- Created a team and chose its members
- Granted the team one folder of the library
- Limited members to their team's documents
Transcript
Who sees what
Teams and document access. As your organization grows, not everyone should work on everything. A contractor might handle only your newsletters. A department might own only its own documents. By default, everyone in your organization sees the whole library. Teams let you narrow that. It works in three steps. You group people into a team, and grant the team part of the library. Then you switch on a restriction, so people see only what their teams are granted. The order matters. Set up your teams and grants first, and switch the restriction on last. Once it's on, anyone who isn't on a team sees nothing.
Create a team
To start, choose New team, and give it a name that says what it covers. Here, Newsletter team. Then choose Create. A new team is empty. On its Members tab, tick the people who belong in it. Priya Shah looks after the newsletters, so we'll tick her, and choose Save members. A person can be on more than one team. They see everything their teams are granted, put together.
Grant part of the library
Now, what should this team see? That's the Library access tab. Each entry on it is called a grant. A grant can cover a folder, a tag, an import, or a whole project. A folder grant includes every folder inside it. A tag grant follows that tag into every project. An import grant covers the documents one import brought in. Here, we'll grant the Newsletters folder. Leave the access level at Work, the usual choice for people who fix documents. What a person can do with a document still follows their role. A viewer on this team still can't change anything. Choose Add grant. The team now shows one member, and one grant. If you remove a grant later, Proof warns you first when people on the team are assigned documents they could no longer open.
Only their documents
So far, nothing has changed for Priya. Grants take effect only when you restrict members to their team's library. That's the switch at the top of the page. Before it turns on, Proof spells out what it does. Members and viewers see and open only the documents their teams are granted. That holds in the library, in exports, and through direct links. Someone on no team sees none, and admins always see everything. Choose Restrict. Changes reach people within a minute. Here is Priya's library, in her own browser. It now holds the three documents in the Newsletters folder, and nothing else. Now you can give each group of people just the part of the library they work on, and change it as their work changes.
Recap
That's the end of this lesson.
Maple Ridge Community Health, its documents and its people are fictional, made for these lessons.