How do document access permissions work in Simployer One?

What are Write access and Read access for documents in Simployer One?

Documents, folders and links in Simployer One use two access levels: Write access and Read access. The access levels apply in My documents, Profile folders and Company documents.

Important

Write access always includes Read access in Simployer One. Anyone with Write access can also open and download the content.

Who can I give document access to in Simployer One?

You can give Write access or Read access to documents and folders in My documents and Profile folders using one or more of these scopes:

• Individual employees
• Departments
• Offices
• Employment types
• Roles (Profile folders only, since the access panel in My documents has no option for roles)

To share with everyone, select Give access to all Employees. To leave specific people out of a scope, use Exclude from scope.

Note

Company documents works differently. Read access to Company documents always applies to every employee and can’t be limited. You can give more people Write access to a Company documents folder by adding offices, departments, individual employees or employment types.

How do I change Write or Read access to a document, folder or link in Simployer One?

You need Write access to a document, folder or link in Simployer One to change who can access it.

1. Go to the folder where the document, folder or link is located, and find its row.
2. Click the value in the Write access or Read access column for that row, for example No access set or Inherited from parent folder. The Edit write access or Edit read access panel opens.
3. Add or remove the relevant individuals, departments, offices or employment types.
4. Select Save.

People who get access to a shared folder can find it under Shared documents on their employee profile.

Why can’t I remove Read access to a document in Simployer One?

In Simployer One, you can’t remove Read access from a person or scope while they still have Write access to the same document, folder or link. This is because Write access always includes Read access.

To remove all access for a person or scope:

1. Click the value in the Write access column. The Edit write access panel opens.
2. Remove the person or scope, then select Save.
3. Click the value in the Read access column. The Edit read access panel opens.
4. Remove the same person or scope, then select Save.

How does folder permission inheritance work in Simployer One?

When you create or upload a subfolder, document or link inside a folder in Simployer One, it gets a copy of the parent folder’s current Write and Read access settings. The person who uploads a document always gets Write access to it.

The copy happens once, when the content is created or uploaded. It doesn’t stay in sync with the parent folder. If you change the parent folder’s permissions later, existing subfolders, documents and links keep the permissions they already had. Only content created or uploaded after the change gets the new settings.

Important

After you change a parent folder’s permissions in Simployer One, review the access on existing content inside the folder. Simployer One doesn’t update it automatically.

Note

When you save a folder’s new access, the confirmation dialog says that folder access is inherited by subfolders and files. This applies to content you create or upload afterwards. Existing content keeps its own access settings.

Can I restrict Read access to Company documents in Simployer One?

No. Read access to Company documents in Simployer One always applies to every employee in the company. You can’t limit it to a department, office, employment type, role or individual employee.

If some employees must not see a document, store it in a Profile folder or in a My documents folder shared with selected people instead.

How do I move a document to another folder in Simployer One?

You need Write access to a document to move it in Simployer One.

1. Go to the folder where the document is located.
2. Drag and drop the document into another folder. There is no Move option in the menu.

A moved document keeps its original Write and Read access settings. It doesn’t adopt the destination folder’s permissions. For example, a document moved within Company documents still has company-wide Read access.

Tip

If you want a document to get a folder’s access settings, upload it directly inside that folder instead of moving it there. If you do move a document, review its access afterwards.

How do I rename a document or folder in Simployer One?

1. Go to the folder where the document or folder is located.
2. Select the three-dot menu to the right of the document or folder.
3. Select Rename.
4. Enter the new name and select Save.

Best practices for managing document access in Simployer One

• Set folder permissions before uploading sensitive documents. Content uploaded inside a folder gets the folder’s current permissions.
• Review access after moving a document. A moved document keeps its original permissions.
• Review existing content after changing a parent folder’s permissions. Only new content gets the updated settings.
• Remove Write access before Read access. Read access can’t be removed while Write access remains.