Set Group Privileges to your Contents

Fine tune what people in your organization can see by assigning group privileges to your contents. This way they can only see content relevant for them.

Before you get started

➡️ Before granting group privileges to folders, it is important:

• To have a thorough understanding of how Roles and Privileges function in Showell.
  See: A Guide to Roles and Privileges
• To ensure that you are familiar with the advantages of grouping users and that your users are already divided into appropriate groups.
  See: Create and Manage Groups

It's also important to keep in mind the folder hierarchy when assigning privileges.

For example:

• It is not possible to add Group 1 into Folder D, because Group 1 does not have privileges in Folder C.
• It is possible to add Group 2 into Folder D, because Group 2 has privileges in Folder C.

Showell App for Web

Manage group privileges for your folders and contents

1. In the Showell App for Web, Open 'Edit'-Mode and navigate to the folder or file you would like to provide with Group privileges > Open its Properties

2. Under the section 'Access (owner & groups)' you can see the current owner and groups that have access to this folder or file. click 'Edit' to make changes

3. General Access: First decide on what the General Access is to this folder or file:

• View: Everyone in your Workspace, no mater what group they belong to, has access to view this folder or file.
• Edit: Users with restricted access to Showell Admin have the ability to edit, add and organize the contents of folders using the Showell Admin platform. Keep in mind they are unable to make edits using the Showell App for Web.
• No Access: Nobody of your Workspace users has access to this folder or file. Only Administrators or selected groups (Point 4) will be able to access this folder or file.

4. Groups: To grant access to a specific group for a folder or file, you can override the general access settings (Point 3) by Adding Groups: Simply type in the 'Add Groups' field to add the desired groups and choose its additional privileges:

• View: This allows the group to view the folder and contents.
• Edit: Users from this group with restricted access to Showell Admin have the ability to edit, add and organize the contents of folders using the Showell Admin platform. Keep in mind they are unable to make edits using the Showell App for Web.

5. Advanced (Folders only): Establish how your folder privileges settings will impact the files and subfolders within. You can assign the General and Group access: 

• To this folder and unchanged items (default): This ensures that all subfolders and files will inherit the same privileges, BUT any subfolders and files that were previously assigned unique privileges will not be affected.
  • For instance, consider Folder X with Files A, B, and C. File C has been provided earlier with specific privileges. When adjusting privileges for Folder X, only Files A and B will adopt its same privileges.
• To this folder only: This will only change the privileges of the folder itself, but not its subfolders and files.
  • For instance, consider Folder X with Files A, B, and C. When you adjust the privileges to Folder X, The privileges of Files A, B and C will remain untouched.
• To this folder and all items: This ensures that all subfolders and files will inherit the same privileges.
  • For instance, consider Folder X with Files A, B, and C. When you adjust the privileges to Folder X, The privileges of Files A, B and C will change as well.

6. Owner: See or set the the owner of this folder or file.

7. Click 'Save' to apply the changes

➡️ Quick tip & example - If you'd like only Group A to view a folder: first set the General Access to 'No Access' (Point 3), and then add Group A with view privileges (Point 4).

Showell Admin

Manage group privileges for your folders

Open Showell Admin and navigate to the folder you would like to provide with group privileges > Open the folder's Settings. On the right you will find the 'Privileges' section

1. By clicking the 'Add group'-button, you are able to add all the necessary groups, that need visibility, to this folder. 

2. To remove a group privilege from a folder: Simply click the 'red cross' next to the group name

3. Provide a group with 'Read' or 'Write' privileges.

• Read: All users of the group can only view and download the contents within the Showell App. This is the default when adding a group to the folder.
• Write: This is the same as 'Read', with the addition of managing rights (add, remove or edit contents) for 'users with restricted Access to Showell Admin' who are part of the group.

4. All "Workspace name" users: By default, this is set to every folder, so the content is visible for everyone in the Workspace. This includes users with, but also without assigned groups.

• It is possible to make a folder accessible for All "Workspace name" users AND give 'Write' privileges to one or multiple groups. This way everyone has access, but only the selected 'Write' privileged groups have the right to alter the content.
• You can remove or add the "All workspace name users"-group, just like any other group.

5. Overwrite subfolder privileges: All folders that are structured underneath the folder you are applying changes to, will receive the same privileges.

• For extra safety, by clicking the 'Overwrite subfolder privileges'-button, you will be prompted with a warning, asking if you are sure to overwrite the existing privileges of all subfolders.