Select document(s) and/or folder(s) in the documents area to find the access control menu in the right information menu.
Here the project members that have access to the document can be seen.
Follow these steps to edit the access of the selected items.
Select the document(s) and/or folder(s) that are to be configured.
Open the right information menu
Click on edit access.
Access required: Full access
The access control dialogue can look something like this:
This article contains information about the following topics:
1. Configure access for project participants
Click the "Define access for" dropdown to select participants for which access should be configured.
Participants can either be selected as member or as a member of a team.
Access roles include administrator, individual user access, baseline access, team access and owner access.
1.1 Recommended workflow
Set access per team rather than per user. Roles change often, and team-based access stays flexible: a member added to a team gets the right access as soon as they join the project. A common pattern is to set "all users" to no access — so new, not-yet-assigned members can't see sensitive information — then grant access to each team as needed.
Click here to read more about how the different participant roles stack up against eachother.
2. What access is applied? (3 steps)
The access with the highest weight always wins, but there are exceptions.
Restrictive tiers like "No Access" are elevated even other pathways grants higher rights.
2.1 Which of the configurations applies?
Administrators
Administrators always have access to everything.
Individuals
The exact configured access level applies.
Others
Check the different access configured for a user either via one of the following:
All users
A team the user is part of (can be part of multiple)
Owner access.
The access with the highest weight applies.
No access > Full access > Write > Read
Click here to read more about how access levels are calculated.
Click here to read more about typical ways access is configured.
2.2 What can paritcipants do with that access?
Click here to read more about what operations can be performed on folders and documents.
3. Overwrite options (scope applied on save)
When the access dialogue is saved, the access on the selected elements is overwritten regardless of what was previously configured.
The three options under "Where to apply these rules" control how far that change reaches.
Option | What gets overwritten | What access stays as-is | When to use |
Folder and new content | Selected items + any new items created in them | Items one level down + items in folder structures. | When you must not change the access of existing contents |
Folder and files | The above + existing documents one level down | Folders one level down + items in folder structures. | The usual choice; per-subfolder access is preserved |
Folder and all subfolders and files | The above + folders one level down + items in folders structures. | - | Only when it's fine to overwrite existing subfolder access too |
Careful: the first two options overwrite only the selected elements, so older access can remain on sub-elements. Members might no longer be able to navigate to them, yet still reach them through filtering.
4. Status workflow
If shared statuses were enabled after 2 October 2025, two extra columns appear to the right of the access column: View shared revisions and Can publish. Which boxes can be checked depends on the access level.
This is what that can look like:
Access | View shared revisions | Publish |
No access | Not available (item not shown in list) | No |
Read | Can be granted (optional) | No |
Write | Always able to view | Can be granted (optional) |
Full access | Always able to view | Yes |