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Access Management Frequently Asked Questions
Access Management Frequently Asked Questions

Frequent questions on folder and document access management

Ian Group avatar
Written by Ian Group
Updated over a week ago

How do I see who has access to items?

Hosts and admins (click here if you are unsure whether you are a host or admin) have access to two helpful tools to oversee access:

Using Filter by Access

By clicking this filter, you can click on a specific team to view the checklist as that team sees it.

Using Athe ccess Column on the checklist

You can see which teams have access to items on your checklist by hovering over teams' pills in the Access column. If the Access column isn't visible, please use the column switcher to change the column to show access.

How do I manage access?

Manage Access on the checklist page

  1. Select items you want to change access for

  2. Click the Manage Access button

  3. Give or Revoke access to the desired team

  4. Click Save Changes

Manage Access on the Teams Page

  1. Navigate to the Teams page

  2. Click "manage access" next to a team.

  3. Give or Revoke access to the desired team

  4. Click Save to make your selection.

Does a responsibility assignment depend on access?

Yes, a team that is marked as responsible for a checklist item will, by default, have access to that item. For example, if a team without access to a folder is given responsibility for that folder, access will be granted to the folder upon giving responsibility.

While the responsible team may receive access to the item, it does not give access to all contents within that item.

If a team does not have access to a folder, but I give them access to a document within that folder, will they then see the parent folder?

Yes, sharing a document grants the receiving team access to all parent folders.

What happens when I move folders?

Moving folders or documents into other folders will result in that folder or document inheriting the access permissions of the destination folder. Please make sure to carefully read the pop-up message to fully understand the implications of moving checklist items.

Moving folders might also result in losing responsibility if the responsible team loses access to the folder.

How does changing access affect parent and child folders?

Selecting multiple items within the room and changing their access may result in lost access to sub-items as well as responsibility. Alternatively, granting access to multiple items within the room may result in access to previously hidden parent folders or headings. If you have any questions as to what any team can see, use the access filter.

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