Permissions

Clinked allows for the permissions to be set on content within groups. This allows for individual members to have different levels of access to content, based on how your organisation would like to run groups and permissions content. 

There are three member types that can set permissions on content: 

Permissions can be set in each content within Clinked and the following will be explained throughout this article: 

Permissions & Guests - in Clinked, we have the functionality to share with guests. Guests are non-members to your account who you'd like to share a piece of content with on occasion. As they are not members of a group, the Permissions set to content DOES NOT apply to the guest. Please take this into account when sharing content and consider making any guests you share content with frequently a member. 

 

Files & Folders

Files and folders can have permissions applied. Once applied to a folder, the permissions will carry down to the child folders or files unless otherwise changed. Let's explore how to set permissions:

Set permissions when uploading a new file

  • When uploading a file (or creating a new folder), you will see the defaulted permissions show in "Shared with" as Group Members and "All group members can ____ this file" as "view, edit & delete"

  • These options all Group Members access to file (or folder) and the ability to "view, edit & delete"

  • Please adjust before uploading if you'd prefer: 

    • "Nobody" - use when you'd like to grant no one immediate access and would like to add only select people upon upload. (Note: an Account Administrator can still find such file if searching/browsing for it, but will not get Activity stream or email notifications unless they are also a group member.)

    • Different Access Levels - this can be changed from "view, edit & delete" to any of the following using the dropdown menu as shown below: 
      • View means a member can only view the file.

      • View, Download and Share means a member can view, download or share the file with an external individual.

      • View and Edit means a member can do all of the above plus edit/upload a new version of the file.

      • View, Edit and Delete means a member can do all of the above plus delete the file.

      • Administer means a member has the same rights as the account administrator for the file.

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  • Once you've adjusted these, click "Start Upload" 
  • Once the file has been uploaded, you can change the defaulted permission for all members (see below)

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Change permissions on an uploaded file

Once a file has been uploaded or a folder created, the permissions set at upload can be adjusted by simply going into the lock icon on the folder/file view:

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Click on the lock icon to open the permissions window to change accordingly to shared with:

  • Group Members - you can also grant special permissions to individuals in the "Additional Individual Permissions" area if desired. You can edit or remove the individual permissions, which puts the user back to the default Group member permission level.

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  • Nobody - keep as Nobody if you'd like this to be only accessible to yourself. If you'd like this to be accessible to a set person or people, you can grant special permissions to individuals in the "Additional Individual Permissions" area and assigned access levels. 

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Notes 

A note can be permissions applied. Similar to Files & Folders you will be able to choose the options of who and how they can access the note. 

Set permissions when creating a new note

  • Different Access Levels - this can be changed from "view, edit & delete" to any of the following using the dropdown menu as shown below: 
    • View means a member can only view the file.

    • View, Download and Share means a member can view, download or share the file with an external individual.

    • View and Edit means a member can do all of the above plus edit/upload a new version of the file.

    • View, Edit and Delete means a member can do all of the above plus delete the file.

    • Administer means a member has the same rights as the account administrator for the file.

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Changing permissions on an existing note

Once a note has been created you can change permissions as and when you like, see below the types of access levels available:

  • Group Members - you can grant special permissions to individuals in the "Additional Individual Permissions" area if desired. You can edit or remove the individual permissions, which puts the user back to the default Group member permission level.
  • Nobody - keep as Nobody if you'd like this to be only accessible to yourself. If you'd like this to be accessible to a set person or people, you can grant special permissions to individuals in the "Additional Individual Permissions" area and assigned access levels.  
  • Different Access Levels - this can be changed from "view, edit & delete" to any of the following using the dropdown menu as shown below: 
  • View means a member can only view the file.

  • View and Edit means a member can do all of the above plus edit/upload a new version of the file.

  • View, Edit and Delete means a member can do all of the above plus delete the file.

  • Administer means a member has the same rights as the account administrator for the file.

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Discussions

A Discussion Board can have permissions applied. Similar to Notes, you will be able to choose the options of who and how they can access the discussion. 

Set permissions when creating a new discussion - Firstly create a new discussion, open the discussion and hit edit to do so. All access levels available are below:

  • Group Members - you can grant special permissions to individuals in the "Additional Individual Permissions" area if desired. You can edit or remove the individual permissions, which puts the user back to the default Group member permission level.
  • Nobody - keep as Nobody if you'd like this to be only accessible to yourself. If you'd like this to be accessible to a set person or people, you can grant special permissions to individuals in the "Additional Individual Permissions" area and assigned access levels.  
  • Different Access Levels - this can be changed from "view, edit & delete" to any of the following using the dropdown menu as shown below: 
  • View means a member can only view the file.

  • View and Edit means a member can do all of the above plus edit/upload a new version of the file.

  • View, Edit and Delete means a member can do all of the above plus delete the file.

  • Administer means a member has the same rights as the account administrator for the file.

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Changing permissions in an existing discussionPermissions on an existing discussion can be updated by Account Administrators and Group Administrators. The only time a content contributor can set permissions is when they create a new discussion themselves. All access levels are the same as listed above in the new discussion section.

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Events

Similarly to discussions, an event can have permissions applied. In Events, you will be able to choose the options of who and how they can access the event. 

Setting permissions when creating a new Event - Firstly create a new event, open the event and hit edit to do so. All access levels available are below:

  • All Group Members - you can grant permissions to all Group Members.
  • Invitees - Keep as invitees only if you'd like this to be only accessible to people invited to the event.mceclip1.png

Change permissions - Open the event you would like to change the permissions on and hit edit. All access levels available are below:

  • All Group Members - you can grant permissions to all Group Members.
  • Invitees - Keep as invitees only if you'd like this to be only accessible to people invited to the event.

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Tasks 

A Task can have permissions applied. Similar to Events, you will be able to choose the options of who and how they can access the Task. 

Set permissions when creating a new Task - Firstly create a new task, open the task and hit edit to update the permissions. All access levels available are below:

  • All Group Members - you can grant permissions to all Group Members.
  • Assignees - Keep as assignees only if you'd like this to be only accessible to people who have been assigned to the task.

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Change permissions within a task - Open up the task you would like to update, hit edit to change the permissions. All access levels available are below:

  • All Group Members - you can grant permissions to all Group Members.
  • Assignees - Keep as assignees only if you'd like this to be only accessible to people who have been assigned to the task. 

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If you would like more information on who can set these permissions, please visit Member Capabilities & Content Contributor Capabilities.

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