documentsWeb version

Provide or change access permissions

Product: MyOffice Professional, MyOffice Standard

Application: Documents Web version

In MyOffice Documents, you can provide other users with access to the following elements:

•Your files and folders.

•The files or folders to which you have the Can manage access permission.

•One element (file or folder) per one access granting operation.

The shared access means that users have access to all files and folders within the shared folder.

You can choose between the following ways to provide shared access:

•On the Toolbar, click panel_button_share (only for the owner of a file).

•Right‑click the file or folder name and select Share from the context menu.

•Click Sharing settings on the Sidebar (only for the owner of a file).

•Use the Get a Link window.

Granting access to an element is not possible if a user has been deleted by the system administrator. These users will not be displayed in the address book and could not be found in the search pane of the Share window.

When providing access to a document with a detached electronic signature, you also need to provide access to the signature file.

To provide access to a file or folder, do the following:

1.Select the file that you want to share on the list by clicking its icon.

2.Use one of the described methods to provide shared access.

3.In the opened window, enter names of users, groups, or emails of the users to whom you want to provide access. Or click knpk_add_contact Contact list and perform the following actions in the opened contact form:

•Use the field to search users by email address or by the name of the group (the field is available on any tab).

•Select users from the list on one of the tabs: Corporate (the tab can be disabled by the MyOffice administrator) or Personal. And/or select the group in the Groups tab. The group names on the Groups tab are not associated with mailing groups (when there is integration with MyOffice Mail). To create a group or find out who is the member of the group, contact your MyOffice software administrator.

•Select the contact from the address book using the knpk_add_in_list Add to list button or click Select.

You can provide shared access to all users of the company at the same time by selecting the desired group on the Groups tab of the Contacts list. To find out the group name, contact your system administrator.

4.In the drop-down list that opens, select the types of access permissions that you want to provide: Can view, Can edit, Can manage, Access Denied. You will see a brief description of each access right type next to it.

5.Click Add.

6.If necessary, select Notify by email and add a cover message. The Notify by email feature is displayed when there is integration with the mail system and is only available for notifying individual users and is not available for groups.

If necessary, hold the cursor over the user profile picture or the name of the user to whom you want to provide access permissions to view additional information about the user or click Details in the pop-up window to view the page with detailed information on the selected user in MyOffice Contacts (the button is displayed when integrated with MyOffice Mail). Clicking the button will display the information in a new browser tab.

If you have successfully provided access permissions to a user, the name of the user and the access permissions assigned to the user will be displayed in the Sharing settings window.

If a user grants a group to which the user is a member access permissions to an element below his/her inherited permission, the user will be assigned personal direct management access permissions.

Change access permissions

The owner can modify access permissions for other users at any time:

1.Select the desired file or folder on the list by clicking its icon.

2.Use one of the tools to provide shared access.

3.In the opened window containing a list of users, click the box with the current access type and select the new type. You will see a brief description of each access right type next to it. The changes will be applied automatically.

4.Click Close to close the window.

If the mail system is connected, a mail notification about this event is automatically sent to the user after the access level is changed (notifications are not sent when the access to the element is canceled). Email notification is available only for individual users and is not available for groups.

Share access with users

If you want to add new users to the existing list of users with access to a file or folder:

1.Select the desired file or folder on the list by clicking its icon.

2.Use one of the tools to provide shared access.

3.In the opened window with a list of current users, click knpk_add_users . Enter the emails of the new users and select the type of access to a file or folder.

4.Click Add.

Revoke access permissions

The revoke operation is only available for direct permissions, inherited permissions cannot be revoked.

To revoke access to a file or folder, do the following:

1.Select the desired file or folder on the list by clicking its icon.

2.Use one of the tools to provide shared access.

3.In the opened window, move the cursor over the line containing the name of the user and click knpk_del .

Deny access

You can select Access Denied in the drop-down access permissions list. If this option is selected, the user will not have access to the current item and to the sub-items, whereas all other users will not be affected.

Decline access

The files or folders to which the user has been granted access by the authors or owners of these files or folders are displayed in the Shared folder and in the Common folders. The files or folders can also be located in the Flagged and Recent sections.

Users can decline access to a file or folder that has been granted to them. As a result, the file or folder will be deleted from the list of files available to the user.

To decline your own access to a file or folder, do one of the following:

•Select one or multiple elements in the Shared folder and click knpk_more More on the Toolbar. Select the refuse_access Decline access command.

•Select one or multiple elements, right-click it and select Decline access

•In the Shared folder, select the desired element and click the Decline access hyperlink in the Sidebar.

•On the Navigation bar, right-click with the mouse on the sub-folder in the Shared folder and select Decline access from the context menu (this option is available for folders only but not for files).

Please note that it is not possible to decline access to multiple elements if the current user is the owner of one of the selected elements.

To obtain access to an element, request access permissions by clicking the internal link to this element.

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