Granting Access Permissions for Files and Folders

As an administrator, you can grant permissions to specific users and groups for accessing specific BarTender documents, support files, and folders, and you can specify which operations they can perform. To do this, you use the Permissions for dialog in the Manage Files view.

To open the Revision History page

  1. Click to open the BarTender Cloud menu, then click Librarian. Alternatively, you can click the Librarian button on the Home page.

  2. In the Space list, select the space where the document is located, if applicable.

  3. In the item list pane, select the file whose permissions you want to work with.

  4. Click Permissions on the toolbar. Alternatively, right-click the file or click , then select Permissions.

By default, an item's permissions are inherited from its parent folder. To specify permissions for an item that differ from the inherited permissions, you must first turn off inherited permissions. To do this, you select an option other than Inherit from parent folder in the list in the Permissions for dialog.

Additionally, when you configure custom permissions for an item, you must delete the default "All Users" group or modify its permissions, which will otherwise supersede any custom settings.

Also note that a user's role supersedes custom permission settings. For example, a user whose role is restricted to printing documents will not be able to create, edit, or delete items, regardless of whether an administrator tries to grant them permissions to do so.

The Permissions for dialog includes a list that you can use to specify the type of permissions that you want to assign to the selected item. The following options are available:ttThi

  • Inherit from parent folder: Specifies that the selected item's permissions are inherited from the parent folder.

  • Administrators only: Stops the inheritance of permissions from the parent folder and specifies that only users who are assigned the Administrator role can view and edit the selected item.

  • Custom: Stops the inheritance of permissions from the parent folder and specifies that custom permissions are used for the selected item. When you select this, the following options become available:

    • Add new permissions for: Displays a list of users and groups that you can use to search for and select the users and/or groups that you want to grant permissions to.

    • Has permission to: Displays a list of the permissions that you can grant to the selected users and/or groups.

    • Add: Adds the users and/or groups and their permissions to the User/Group list.

    • User/Group: Lists the users and groups that have custom permissions and the permissions that they have. By default, the "All Users" group is listed and has all permissions granted. To specify custom permissions, you must delete this group or modify its permissions.

      Permissions are additive, which means that higher-level permissions include the permissions below them. For example, a user who is granted Read permissions for a document (the lowest level) can only read the document, but a user who has Edit permissions can both edit and read the document, and a user who has Delete permissions can delete, edit, and read the document.

      If you choose to modify the "All Users" group's permissions instead of deleting the group, you must make sure to change the permissions to a lower level than the permissions that you grant to specific users. Otherwise, the "All Users" group's permissions will supersede those of the specific users.

ClosedTo grant custom permissions for an item

  1. In the item list pane, select the item that you want.

  2. On the toolbar, click Permissions. Alternatively, right-click the item, and then click Permissions.

  3. In the Permissions for dialog, click the list, and then click Custom.

  4. Click Add new permissions for, and then select the users and/or groups that you want to grant permissions to.

  5. Click Has permission to, and then select the permissions that you want to grant.

  6. Click Add. The new users and/or groups are added to the User/Group list.

  7. Repeat steps 4 to 6 as needed for additional users and/or groups.

  8. In the User/Group list, click to delete the "All Users" group. Or, click the permissions list for the "All Users" group and then select a lower permissions level than the level that you specified for the users and/or groups in the previous steps.

  9. Click Save.

ClosedTo delete custom permissions for an item

  1. In the item list pane, select the item that you want.

  2. On the toolbar, click Permissions. Alternatively, right-click the item, and then click Permissions.

  3. In the Permissions for dialog, click the list, and then click Custom if it is not already selected.

  4. In the User/Group list, click for the users and/or groups whose permissions you want to delete.

  5. Click Save.

ClosedTo deny permissions for an item

There is no explicit "deny" permission. To deny specific users or groups access to an item, you must instead specify the users and groups who will have access to the item while excluding those who will not. To do this, you must first delete the "All Users" group, whose permissions will otherwise supersede any custom permissions that you configure. Then, configure permissions for the users and groups that you want to grant access to the item. The users and groups whose permissions you do not configure are excluded.

  1. In the item list pane, select the item that you want.

  2. On the toolbar, click Permissions. Alternatively, right-click the item, and then click Permissions.

  3. In the Permissions for dialog, click the list, and then click Custom.

  4. In the User/Group list, click to delete the "All Users" permissions.

  5. Click Add new permissions for, and then select the users and/or groups that you want to have access to the item.

  6. Click Has permission to, and then select the permissions that you want to assign.

  7. Click Add. The new users and/or groups and their assigned permissions are displayed in the User/Group list.

  8. Repeat steps 5 to 7 as needed for additional users and/or groups.

  9. Click Save.

ClosedTo turn permissions inheritance back on for an item

When you configure custom permissions settings for an item, the inheritance of permissions from the parent folder is turned off. However, you can turn inheritance back on at any time. (Note that when you do this, the custom permissions are discarded.)

To turn permissions inheritance back on for an item, follow these steps:

  1. In the item list pane, select the item that you want.

  2. On the toolbar, click Permissions. Alternatively, right-click the item, and then click Permissions.

  3. In the Permissions for dialog, click the list, and then click Inherit from parent folder.

  4. Click Save.

ClosedCustom Permissions

The following table describes the actions that a user or group can take for BarTender documents and support files, depending on the level of custom permissions that are granted.

Allowed action

Read

Read, Edit

Read, Edit, Delete

Print the document

✔

✔

✔

Download the document or file

✔

✔

✔

Edit the document (if the document was created by using the BarTender Template wizard)

 

✔

✔

Delete the document or file

 

 

✔

Rename the document or file

 

✔

✔

Copy the document or file to another folder

✔

✔

✔

Move the document or file to another folder

 

 

✔

Copy the link to the document or file

✔

✔

✔

Add a comment to the document or file

 

✔

✔

View the history of the document or file

✔

✔

✔

The following table describes the actions that a user or group can take for folders, depending on the level of custom permissions that are granted.

Allowed action

View

View, Create

View, Create, Delete

Download the folder

✔

✔

✔

Delete the folder

 

 

✔

Rename the folder

 

✔

✔

Copy the folder to another folder

✔

✔

✔

Move the folder to another folder

 

 

✔

Copy the link to the folder

✔

✔

✔

Change the color of the folder icon

 

✔

✔