Share documents in a Document Management library

In AODocs, library administrators can configure the sharing permissions to be inherited from a folder, a class or a workflow state.

Library administrators can:

  • force library users (including themselves) to respect the sharing permissions set in the library configuration
  • allow specific permissions to be set at the document level regardless of the sharing permissions inherited by the library configuration

This article explains how to:

Check the permission inheritance mode
Add permissions on top of the inherited permissions
Remove all inherited permissions and set new permissions


Check the permission inheritance mode

1. Select the document or folder you want to share.

2. Press the Share button.

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3. Check if the inheritance mode can be overridden.

  • If administrators have forbidden any user to change the permissions set in the library configuration, you can't set specific permissions at the document level.

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  • If administrators allow you to overwrite the permissions configured in the library configuration for a specific file, you can either:
    • add permissions on top of the inherited permissions
    • remove all inherited permissions and set new permissions

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Add permissions on top of the inherited permissions

1. Enter the name or email address of the user or group and press Add.

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2. Choose the permission level for the added user:

  • Read: permission to read a document
  • Write: permission to modify a document, for example:
    • edit the document's properties
    • rename the document
    • move the document to a different folder
    • add, edit or remove an attachment
  • Comment: permission to comment Google attachments (Google Docs, Sheets, Slides) - the other elements of the document, such as the properties, the description and the relations are read only
  • Delete: permission to delete a document
  • Share: permission to modify a document's permissions

Note: Library administrators can choose to restrict or grant the Delete and Share permissions to contributors.

3. Select the Prevent viewers from downloading, copying and printing checkbox to prevent users with read only access to the document from downloading it.image05.png

4. To delete the users you added, press the delete button.

Note: You can’t delete administrators and inherited permissions.

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Remove all inherited permissions and set new permissions

1. Select Change > Ignore inherited permissions.

2. Enter the name or email address of the user or group and press Add.

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3. Choose the permission level for the added user:

  • Read: permission to read a document
  • Write: permission to modify a document, for example:
    • edit the document's properties
    • rename the document
    • move the document to a different folder
    • add, edit or remove an attachment
  • Comment: permission to comment Google attachments (Google Docs, Sheets, Slides) - the other elements of the document, such as the properties, the description and the relations are read only
  • Delete: permission to delete a document
  • Share: permission to modify a document's permissions

Note: Library administrators can choose the restrict or grant the Delete and Share permissions to contributors.

4. Select the Prevent viewers from downloading, copying and printing checkbox to prevent users with read only access to the document from downloading it. image08.png

 5. Choose the visibility mode of the document:

  • Documents visible only to specific users and groups: only users and groups defined in the list of document permissions (step 3) have access to the document
  • Document visible to all library readers: the document is read only to all users, including contributors
  • Documents editable by all library contributors: contributors can edit the document, readers can’t view it
  • Documents visible and editable by all: contributors can edit the document, readers can view it

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6.To delete the users you added, press the delete button.

Note: You can’t delete administrators and inherited permissions.

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