{"id":20202,"date":"2024-02-08T09:17:37","date_gmt":"2024-02-08T08:17:37","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-portal\/user-guide\/documents\/document-access-permissions\/"},"modified":"2026-05-13T10:47:16","modified_gmt":"2026-05-13T08:47:16","slug":"document-access-permissions","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/user-guide\/documents\/document-access-permissions\/","title":{"rendered":"Document Access Permissions"},"content":{"rendered":"\n<p>The Open Bee\u2122 Portal permissions system allows you to limit access and operations on documents according to the logged in user.<\/p>\n\n<p>Let&#8217;s take the following users to illustrate how the permissions system works:<\/p>\n\n<ul class=\"wp-block-list\">\n<li>Admin: member of the &#8220;Administrators&#8221; group<\/li>\n\n\n\n<li>Natasha: member of the &#8220;Marketing&#8221; group<\/li>\n\n\n\n<li>Patricia: member of the &#8220;Sales&#8221; group<\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-Permissions&#xE0;lacr&#xE9;ationd'undossier\">Permissions to create a folder<\/h3>\n\n<p>When a folder is created, only the folder creator can view it.<\/p>\n\n<pre class=\"wp-block-preformatted\">Natasha creates a \"Marketing\" folder at the root of the document space. She will be the only one to see it.<\/pre>\n\n<p>But members of the administrator group can see all folders and documents.<\/p>\n\n<pre class=\"wp-block-preformatted\">So Admin can also see the folder created by Natasha. Patricia doesn't see it.<\/pre>\n\n<p><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/>  If you want to hide certain folders from members of the &#8220;Administrator&#8221; group, go to the <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/secure-storage-area\/\">Secure Storage<\/a> Space module.<\/p>\n\n<h3 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-Permissionssurlesdocuments\">Document Permissions<\/h3>\n\n<p>Permissions apply at the folder level. Documents have the same permissions as the folder in which they are contained.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>When Natasha adds a document to the &#8220;Marketing&#8221; folder, all users who can see the &#8220;Marketing&#8221; folder will be able to see the document she added.<\/p>\n<\/blockquote>\n\n<h3 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-Modificationdespermissions\">Changing Permissions<\/h3>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Natasha wants to give all sales reps access to the &#8220;Marketing&#8221; folder.  <\/p>\n<\/blockquote>\n\n<p>Permissions on a folder can be changed via the &#8220;action on folder&#8221; menu. This makes it possible to give access to the folder to additional users or groups. To change the permissions of a folder, the logged-in user must have&#8230; of the &#8220;Manage Permissions&#8221; permission on this folder!<\/p>\n\n<p>As with reading, by default, the folder creator and the &#8220;Administrators&#8221; group have this permission.<\/p>\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-7-translated-1.png\" alt=\"\" class=\"wp-image-16348\"\/><\/figure>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356123-translated.jpg\" alt=\"\"\/><\/figure>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Although Open Bee\u2122 Portal allows you to manage permissions on a per-user basis, we strongly recommend that you use groups in setting permissions. The use of groups makes it easier to maintain during the changes that are bound to occur in the life of your document space.<\/p>\n<\/blockquote>\n\n<h3 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-H&#xE9;ritagedespermissions\">Inheritance of permissions<\/h3>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Natasha now creates a &#8220;Pricing&#8221; subfolder in the &#8220;Marketing&#8221; folder and uploads documents to that folder. She expects that Patricia will be able to access the latest rates from their company at all times. But Patricia won&#8217;t see this file&#8230;.<\/p>\n<\/blockquote>\n\n<p>That&#8217;s right, when a folder is created, the creator of the folder is the only one who can view it (along with the administrators). This behavior is perfect for ensuring that a user won&#8217;t give access to one folder to another without realizing it. However, it becomes problematic when you want to give access to an entire subtree without redefining the permissions each time a subfolder is created. Permission inheritance solves this problem by applying the permissions of the parent folder to all folders created.<\/p>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Natasha will therefore change the permissions of the &#8220;Marketing&#8221; folder to check the &#8220;inherit permissions&#8221; box. Once this operation has been completed, Patricia will be able to view the &#8220;Rates&#8221; folder and the documents present in this folder.<\/p>\n<\/blockquote>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273356124-translated.jpg\" alt=\"\"\/><\/figure>\n\n<h3 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-D&#xE9;tailsdesdiff&#xE9;rentespermissions\">Details of the different permissions<\/h3>\n\n<h4 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-Permissionsdeconsultation\">Permissions to view<\/h4>\n\n<ul class=\"wp-block-list\">\n<li>Read: Access to the folders and documents contained in the folder.<\/li>\n\n\n\n<li>Preview: View the document in Open Bee\u2122 Portal.<\/li>\n\n\n\n<li>Printing: Print the document from the Open Bee\u2122 Portal.<\/li>\n\n\n\n<li>Download: Retrieve a copy of the document.<\/li>\n\n\n\n<li>Watermark: If the user has one of the print, preview, or download permissions, the document used for these functions will be a copy of the original document containing a watermark with today&#8217;s date and the name of the logged-in user.<\/li>\n\n\n\n<li>History: View the history of operations performed on documents.<\/li>\n<\/ul>\n\n<h4 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-Permissionsd'&#xE9;dition\">Edit permissions<\/h4>\n\n<ul class=\"wp-block-list\">\n<li>Add folder: Create subfolders.<\/li>\n\n\n\n<li>Edit: Change the name and properties of the folder. Also allows you to comment on the file and documents.<\/li>\n\n\n\n<li>Deletion: Deletion of folders or documents (all deleted items are moved to a recycle bin accessible to solution administrators).<\/li>\n\n\n\n<li>Add Document: Add documents.<\/li>\n\n\n\n<li>Manage versions: Change or delete different versions of documents.<\/li>\n<\/ul>\n\n<p><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/information.png\" alt=\"(info)\"\/>  To be allowed to move a document, a user will need to have delete permission in the original folder and add permission in the destination folder.<\/p>\n\n<h4 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-Permissionsd'administration\">Administrative Permissions<\/h4>\n\n<ul class=\"wp-block-list\">\n<li>Manage Permissions: Change the folder&#8217;s permissions.<\/li>\n\n\n\n<li>Electronic signature: allows you to electronically sign documents with the company&#8217;s server stamp set up by an administrator.<\/li>\n\n\n\n<li>Export metadata  <\/li>\n<\/ul>\n\n<h3 class=\"wp-block-heading\" id=\"Permissionsd'acc&#xE8;sauxdocuments-PermissionsetAPI\">Permissions &amp; APIs<\/h3>\n\n<p>All calls made via APIs require you to log in with an Open Bee\u2122 Portal user account.<\/p>\n\n<p>The documents and folders returned by the API are only those visible to the user used during the API calls.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The Open Bee\u2122 Portal permissions system allows you to limit access and operations on documents according to the logged in user. Let&#8217;s take the following users to illustrate how the permissions system works: Permissions to create a folder When a folder is created, only the folder creator can view it. Natasha creates a &#8220;Marketing&#8221; folder [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":0,"parent":20169,"menu_order":2,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-20202","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20202","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20202"}],"version-history":[{"count":6,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20202\/revisions"}],"predecessor-version":[{"id":38722,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20202\/revisions\/38722"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20169"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20202"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}