About Folder Access

Unlike most other components of a project, project members do not automatically have access to the folders added to a project. The folder creator, and anyone else who is given Add Remove access for the folder, must specifically grant access to folders. Even the project owner and Project Leads cannot view folders unless they are given access.

A folder has a default access type that is different from the access level. The default access type can be None or Read. If the folder's default access is None, the only people who can view the folder are those in the access list. If the folder's default access is Read, anyone who can view the project can view the folder, even if they are not in the access list. However, for a person to have an access greater than Read, the person must be added to the access list.

There are several ways a person can get access to a folder:


  • They are in the folder's access list. Only project members can be in a folder's access list. A person is added to the list either because:
  • A person with Add access to the folder has specifically added the person
  • The folder inherited its access list from its parent folder and the person was in the parent's access list.
  • The folder's default access is Read, which means anyone with view access to the project can view the folder. This includes project members who aren't in the folder's access list and other company employees (for projects with company visibility).

Documents added to the folder can, but do not necessarily, inherit the accesses defined for the folder. If your system is set up to allow non-documents, such as parts, to be added to a folder, the non-document items do not inherit folder accesses.

Documents can be added as attachments or deliverables to several types of objects, such as WBS tasks, risks, and so on. Access to documents for those objects works the same was as access for documents in folders.

For this object:

Perform these steps to list attached documents:

Project

From the project's Categories menu, click Folders and then click the Name of the folder.

From the parent folder's Categories menu, click Subfolders to list the content of a subfolder. Then click the Name of the subfolder.

WBS task

From the WBS task's Categories menu, click Deliverables.

Financial (project budget)

From the item's Categories menu, click Attachments.

Quality (CTQ)

From the item's Categories menu, click Attachments.

Risk

From the item's Categories menu, click Attachments.

Business Goal

From the item's Categories menu, click Attachments.