Shared Drives are essential for sharing and storing important campus files and folders. One drawback to this system is that all Shared Drive files are open to all Shared Drive users.
All that is changed now with limited access folders in Shared Drive! This new feature allows folders to be restricted to certain users and can even change user permission levels per folder. Most Shared Drives are for an entire department, so this change will provide more flexibility.
What are some use cases for these new limited access folders?
Remember that files and folders within a Shared Drive are not just owned by one person; they are owned by the Drive. Any files or folders that would be needed if you were to move on from a position at Meredith should be stored in the Shared Drive.
That makes for a lot of files and a lot of use cases for limited access folders. But here are just a few folder examples:
- director/dean/dept head work folder
- folders for specific programs within the department
- space for special, sensitive projects
- preliminary planning that can be shared with all Drive users when finalized
- need user to have permission different than main Shared Drive permissions
Limited access folder considerations
- Users with “Manager” permissions can always see all folders and files
- Only users with “Manager” permission can change folder or user’s permissions. These can be changed at any time
- User’s folder permissions can be different than Shared Drive permission
- ex: User A has “Contributor” permissions in the Drive but only “Viewer” permissions in the limited access folder
- Files can still be shared with outside users using the link sharing permissions
- Limited access folders cannot be set up from a mobile device
- Limited access folder titles are visible to all users in the Shared Drive. These are not hidden. If a user does not have access to the folder, it will be greyed out and cannot be opened.
How to set up limited access folders
From the Shared Drive, create a new folder or choose a folder to change to limited access.
Using the folder menu, choose Share > Share
From the Share options page, click the Settings cog in the top right corner.
Check the box next to the option to limit access to the folder. Then click the arrow to go back to the Share page.
Any folder that has limited access will have a notice on the Share page for the folder. The folder will also display a circle slash icon to differentiate it from other folders.
The Share page will also show 2 tabs: “People with access” and “Access removed”
The People with access tab shows all users with access and their permission levels. You can change a users permission level or remove access. Users with “Manager” access cannot be removed or their permissions changed.
The Access removed tab lists any users of the Shared Drive that have not been granted access to the folder. Next to the user’s name is also listed their current permissions level in the Shared Drive.
From this tab, you can add any additional users at any permission level. A user’s permission level for the folder does not have to match their permission level for the Shared Drive.
Your limited access folder is now set up with the correct permissions
These steps can be followed to create other folders different sets of users and permissions.
Resources
How file access works in shared drives – a helpful table with the sharing permission levels
Learn how to limit access to folders – more details on limited access folders