Set User/Group Privileges to your Contents

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

Before you get started

➡️ Before granting user or 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, Ownership and Privileges
• To have a look at an example case, that can provide clarity to structuring your group privileges.
  See: Roles and Privileges: Example
• To ensure that you are familiar with the advantages of grouping users.
  See: Create and Manage Groups

Showell App for Web

Manage user and 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, groups and users 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: All Users have the ability to edit, add and organize the contents of folders.
  • 💡 Note: By default, Workspace Users cannot edit, even with 'Edit' privileges. For more information on enabling this, refer to the FAQ.

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

• View: This allows them to view the folder and contents.
• Edit: They have the ability to edit, add and organize the contents.
  • 💡 Note: By default, Workspace Users cannot edit, even with 'Edit' privileges. For more information on enabling this, refer to the FAQ.

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

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 (Legacy)

All features related to Users, Groups, and Privileges in Showell have been enhanced and integrated into the Showell App for Web. It is recommended to manage and organize them within this platform for improved efficiency.

however, if you are comfortable using the Showell Admin platform and prefer managing from there, feel free to continue reading for guidance on managing group privileges:

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.