How folder permissions and access controls work on folders in QBank

Folder permissions and access control gives you the possibility to enable users to access only the content that is relevant to their roles

This article explores how QBank handles folder permissions and access control. It provides detailed instructions for setting up and customizing permissions for both static and dynamic folders, explains default behaviors, and outlines best practices for tailoring access to specific user roles or groups. By the end, you’ll have the tools to optimize your folder access strategy for improved efficiency and security. 

Default permissions: Static vs. Dynamic folders

Static Folders

When creating a static folder, the folder’s permissions are automatically inherited from the user group to which you belong. This means that all members of the group have the same access level to the newly created folder unless manually updated.

Dynamic Folders

When you create a dynamic folder, it is initially only visible to you, the creator. Access must be explicitly assigned to other users or groups, allowing for more granular control over who can view or modify its contents.

Levels of Permission Control

Folder permissions in QBank can be configured on both:

• Group Level: Permissions are applied to all members of a specified user group.

• User Level: Permissions are customized for individual users, providing precise control over access.

Using these levels effectively allows you to tailor access according to organizational roles and responsibilities.

Setting folder permissions

Step-by-Step Instructions:

1. Right-Click the Folder:

   • Navigate to the folder you wish to manage.

   • Right-click the folder and select Edit from the menu.

2. Navigate to Access Settings:

   • Within the edit settings, locate the Access tab.

   • Here, you can configure permissions for both groups and individual users.

3. Choose the Permission Scope:

   • Decide whether to apply permissions at the Group Level or User Level.

4. Assign Roles and Access Levels:

   • Add the group(s) or user(s) you wish to grant access to.

   • Specify the type of access they have:

     • Create & Add Media: Users can upload and add new assets to the folder.

     • View Media: Users can view folder contents without making changes.

     • Edit & Remove Folder: Users can modify folder properties and remove assets.

     • Delete Folder: Users can delete the entire folder.

5. Save Changes:

   • Ensure all desired groups and users are added, and permissions are correctly set.

   • Click Save to apply the changes.

Best Practices for Access Control

1. Leverage group permissions:

   • Use group-level permissions for broad access control to simplify management.

   • Ideal for teams working on shared projects.

2. Customize user permissions when necessary:

   • Grant individual users specific access levels only when their role requires it.

   • This ensures sensitive assets remain secure.

3. Regularly review permissions:

   • Periodically audit folder permissions to ensure they align with current organizational needs.

   • Remove access for users who no longer require it.

4. Document metadata for dynamic folders:

   • Since dynamic folders rely on metadata, ensure your metadata structure is well-maintained and up-to-date.

   • This enhances the utility of dynamic folders and ensures accurate access control.

Summary

QBank’s folder permissions and access control system is designed to be flexible, catering to both static and dynamic folder types. While static folders inherit permissions from user groups, dynamic folders start with restricted access, offering granular control. By using group and user-level permissions effectively and following best practices, you can ensure your digital assets are secure and accessible to the right people, fostering collaboration and efficiency within your organization.