Context #
This guide shows a folder structure in a project management or document management system. The folders are organized hierarchically under a parent project and are visually marked with colors and icons that indicate access level and visibility.
Relevance #
You need this guide when you want to understand who can see and access the different folders in a project. It is especially relevant when you create new folders and need to decide which type fits the content, depending on whether the documents should be available to everyone, only to specific roles, or only to a specific company.
Prerequisites and requirements #
Before you follow this guide, make sure the following is in place:
- You have access to the system and are logged in
- You are linked to a project in which the folders have been created
- You know your user role (e.g. regular user, administrator or project administrator)
- You know which company you are linked to, if you work with assigned folders
Guide (step by step) #
Identifying the folder type #
Step 1: Open the project’s folder structure by navigating to the relevant project in the system. You see a hierarchical list of folders under the project.
Step 2: Look at the color and icon next to the folder you want to access or create. The folder’s visual marking immediately tells you which access level applies.
Public folder (Blue) #
Step 3: Identify a folder with a blue folder icon without any special symbols. This folder type is public and visible to all users who have permissions to see public folders on the project.
Step 4: Click the folder to open it and see its contents. You get access without any additional permission, regardless of your role or company affiliation.
Tip: Use public folders for general documents and information that are relevant to all project participants, e.g. general reports or descriptions.
Closed folder (Red) #
Step 5: Identify a folder with a red folder icon. This folder type is closed and requires special permissions to access.
Step 6: Try to click the folder to open it.
Step 7: The system gives you access if one of the following conditions is met:
- You have the role System administrator or Project Administrator according to the system’s role standard
- You have explicitly been given permissions to see Closed folders by an administrator
- Warning: If you do not have the required permissions, the folder will not be visible. Contact an administrator to get access.
Remark: Red folders are typically used for confidential documents that may only be seen by specific users in the organization.
Assigned folder (Person icon) #
Step 8: Identify a folder with a person icon (three silhouettes) in front of the folder name. This folder type is assigned to one or more companies.
Step 9: Click the folder to try to open it.
Step 10: The system gives you access if you are an internal user at the company to which the folder is assigned.
Important: Even if you are logged in to the system, you cannot see an assigned folder unless your user account is linked to the relevant company. Users from other companies — including internal users from other organizations — do not have access.
Next steps #
Once you have understood the three folder types, you can:
- Create a new folder of the correct type, based on who should have access to the content
- Review existing folders in your project to make sure the access levels match the content that is stored
- Contact an administrator if you need to change the access level of an existing folder or be given access to a closed folder