Spotlight #03: Roles and Permissions in Team Folders
Hello all,
We are back with another interesting feature in Zoho WorkDrive's spotlight series.
Zoho WorkDrive is an online file management and content collaboration platform designed to help teams store, manage, share, and work together on documents.
In this article, we’ll discuss the different types of roles and access permissions you can assign to your team members in a Team Folder.
With a Team Folder, you can bring your team members to a shared workspace to create, store, and share files for collaboration. When working together, it's important to retain control over how data is accessed and edited. With WorkDrive's role-based permission system, admins can determine what users can and cannot do with a shared file or folder.
Whether they're deciding who can view, edit, or delete information in the folder, admins have complete power to manage permissions.
Say you create a Team Folder named "Human Resources" to manage items such as your employee onboarding kit, company policies, and appraisal procedure documents.
As the folder's creator, you become its Admin by default, and gain complete control over all the files and folders within it. You can add team members (in this case, from the HR department) to manage the data.
Using WorkDrive, you can assign the right level of access to each member based on their responsibilities.
Here are the different types of roles and access permissions available in WorkDrive:
- Admin: By default, the person who creates the Team Folder automatically becomes the Admin. They hold complete control over the Team Folder and can add/remove members, manage Team Folder settings, and move files/folders outside the Team Folder. Only admins have the right to delete a Team Folder.
- Organizer: Organizers can add or remove members, move files/folders within a Team Folder, and manage Team Folder member permissions (Note: They cannot assign an Admin role). Apart from this, they can also share files outside the team, and delete and restore information in a Team Folder.
- Editor: Editors can create documents with the built-in Zoho Office Suite, upload files from their local storage, and rename and edit all the files and folders in a Team Folder.
- Commenter: Commenters can view the files in a Team Folder and add comments to start discussions on files.
- Viewer: Viewers can view, copy, sync, and download files.
Key benefits of implementing role-based permissions for users:
- Provides better control over files: An Admin/Organizer can share a specific file in a Team Folder with anyone outside the team and collaborate with them. This functionality lets users share access to a specific file instead of giving access to the entire Team Folder.
- Saves time: When you add members to a Team Folder, they automatically get access to all associated files, and can instantly start to collaborate on documents. This saves the time you'd spend sharing files with every team member individually.
Zoho WorkDrive gives you the advantage of setting appropriate permissions for Team Folder members. Granular-level access allows members to provide access exclusively to required information.
Access permissions are designed to help team members understand their responsibilities with respect to tasks assigned, thereby facilitating a clear, supportive working environment.
We hope this article provides you with an understanding of the different user roles in Zoho WorkDrive, and how you can utilize them.
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