Sometimes users should have access to very limited content in a dataroom. The first step in accomplishing this is to set up a group in the Restrictive model. If the content that you’d like the group to see is buried deep within the folder structure, you’ll also need to create a view path for them to be able to access it.
Step 1 - Set up group
- Go to the Groups & Users tab
- Click the Add New Group button and choose a name
- Set their Default Content Role to No Access. This means that by default, users won’t have access to anything existing or any new indexes created, but we will be manually granting access in the next step.
- Follow the rest of the screens to the end (no need to set specific Index Level Permissions at this point), and click Finish
- See this article for more details on how to create a group
Step 2 - Add or move users to the group
- If the users are not yet in the project, click the Add Users button to invite them
- If the users have already been added, use the Move Users Between Groups feature to transfer them into the new group
- Learn how to move users between groups
Step 3 - Allow access to subfolder
- Go to the Documents tab
- Locate the sub-folder for which the group will have access
- Right-click and select Set Permissions
- The group you’ve created should have a Content Role of No Access - change this to Viewer
- Click Confirm
- Click Apply to Folder & Subfolders (will apply the change to this folder and subfolders contained within, if any) or Apply to Folder (will only apply the change to this particular folder)
- Apply new permissions to Selected Groups
Step 4 - Create a View Path
- Locate the folders that will create a "path" to the sub-folder (ie. Phase I and Human Resources in the image below)
- Right-click each and select Set Permissions
- The group you’ve created should have a Content Role of No Access - change this to Viewer or View Name Only
- Click Confirm
- Click Apply to Folder - this is important because it will allow the user to see the folder only, but not subfolders within it. Please note that when Viewer access to a folder is granted, documents directly in that folder also become available
- Apply new permissions to Selected Groups
Step 5 - Use View As to check your work
- Click the tools icon at the top right and select View As
- See this article for more details on using View As
Important
Note that in Firmex, newly created folders adhere to the inheritance rule. The inheritance rule states that any new folder that is created will inherit the permissions and protections of the parent folder. Therefore, in the example above, if a fourth folder were to be created under Human Resources, it would inherit the permissions of the Human Resources folder itself, which is the parent.
