What are file or folder permissions?

Permissions allow you to extend access rights to a file or folder beyond the members of a sphere. By default, a file stored in a sphere's box is accessible to all members of that sphere. However, it is possible to expand these access rights, including reading, writing, and deleting, to users outside the sphere. These rights can be granted to specific members (external to the sphere), entire spheres (and thus to all their members), internal member groups within the sphere, or even roles that are transversal to the organization.

Setting up permissions

Only sphere administrators and publication managers can set and modify permissions. Regular members can view the applied settings but cannot modify them.

To set permissions on a file, go to the file's box, find the file you want, and then click the three dots at the end of the line to open the menu, which will display the "Permissions" button.



When you click on the "Permissions" button, a modal window opens to allow you to extend the rights of the resource to members, spheres, groups, or roles.

Extending read rights

In the example below, read rights for the file "Communication Plan" have been extended to several members outside of the sphere:

Extending write rights

In the example below, write rights for this same file have been extended to members of several spheres:



In the example below, write rights have been extended to roles across the organization:

Extending delete rights

Delete rights can be extended to groups of members within the sphere, as shown in the example below:



Note: These examples demonstrate applications for files, but permissions can also be used for folders and restricted folders.

After activating permissions: uses and best practices

Once permissions are set from the original sphere's box, you should copy the internal link to the resource and share it outside the sphere in a message, a file box, a widget, a CMS article, etc.
Indeed, the resource whose permissions have been extended is not automatically published for members who gain these new access rights.

In a message within another sphere

Once the permissions are defined, it is possible to copy the file link and share it in a message within another sphere.

In the file box of the destination sphere

It is recommended to create a link in the file box of the destination sphere to allow easy access.

In a useful links widget

The resource link can also be featured via a useful links widget in the right column of the destination sphere, as shown in the example below:

Requesting access to a resource

As explained earlier, sphere administrators and publication managers can define permissions for files.
If the resource link is shared in another sphere, it does not necessarily mean that all members of that sphere have access. When they click on the link, these members can request access to the resource, as shown in the example below, specifying the type of permission they wish:

Managing an access request

Once a member has made an access request, the administrator of the original sphere will receive the request through their notification center.
They can then accept the access request and grant more or fewer permissions, as shown in the example below:

Updated on: 28/03/2025