Organising Data

Permissions

11.2.4. grant permissions

In order to share data with internal users or external partners, share one or more folders by granting particular rights for the folder. The following options are available:

  • grant rights for a folder,

  • change the rights for a folder,

  • delete the rights for a folder.

Note: Be aware of the following restrictions.

  • In order to grant rights for a folder to another user, you have to have the administrator rights for that folder.

  • You cannot share your personal Inbox folder. In order to grant other users access to your E-Mail messages, share an E-Mail folder that is located below your Inbox folder. Other users have to subscribe to this E-Mail folder.

  • You have the exclusive rights for your personal calendar, contacts, and tasks folders. You cannot grant administrator rights for these folders to other users.

How to grant permissions for a folder:

  1. Select a folder in the folder tree.

    Note: You need to have administrative rights for this folder.

  2. Click the Folder-specific actions icon next to the folder name. Click on Permissions. A window shows the current permissions for this folder.

  3. Enter an E-Mail address in Add people. The E-Mail address will be added to the list as an internal user, group or guest. Preset permissions are granted.

    If required, enter a message.

  4. To edit the permissions the following options are available:

    • To adjust a user role, click on the entry in Current role. Select an entry from the menu.

    • To adjust the permission details, click on the entry in Detailed access rights. Select a permission from the menu.

  5. In order to transfer the permissions to all existing or newly created subfolders in this folder, enable Apply to all subfolders.

    Note: You need to have admin rights for the subfolders.

  6. Click on Save.

Tip: A shared folder is marked with the Shared icon . If clicking the icon, the window for adjusting the permissions opens.

How to change the folder permissions:

  1. Select a folder in the folder tree.

    Note: You need to have administrative rights for this folder.

  2. Click the Folder-specific actions icon next to the folder name. Click on Permissions. A window shows the current permissions for this folder.

  3. Use the following methods:

    • To adjust a user role, click on the entry in Current role. Select an entry from the menu.

    • To adjust the permission details, click on the entry in Detailed access rights. Select a permission from the menu.

    Note: You cannot change the administrative rights of a personal folder.

  4. Click on Save.

How to remove a user's folder permissions:

  1. Select a folder in the folder tree.

    Note: You need to have administrative rights for this folder.

  2. Click the Folder-specific actions icon next to the folder name. Click on Permissions. A window shows the current permissions for this folder.

  3. In order to remove a user's permissions, click the Actions iconnext to the user's name. Click on Revoke access in the menu.

  4. Click on Save.