How do I restrict access to sensitive documents in a Profile folder in Simployer One?

Why should I restrict a Profile folder before uploading sensitive documents in Simployer One?

By default, a Profile folder in Simployer One gives Write and Read access to the Owner, Admin, the employee’s direct Manager and the employee. If any of them should not see a sensitive document, create a restricted Profile folder first, then upload the document into it.

A document uploaded to a folder gets the folder’s permissions at the time of upload. Later changes to the folder don’t update documents already inside it, so set the permissions before you upload.

What do I need before creating a restricted Profile folder in Simployer One?

You need Write access to the employee’s Profile folder to create a restricted folder in Simployer One.

How do I create a restricted Profile folder in Simployer One?

Configure Write access before Read access. Write access includes Read access, so you can’t remove Read access while Write access remains.

1. Select Employees in the main menu and open the employee profile.
2. Select the Documents tab, then the Profile folder tab.
3. Select the folder icon with a plus sign, enter a folder name and select Save.
4. In the folder’s row, under Write access, select Inherited from parent folder. The Edit write access panel opens.
5. Remove Write access from every role, employee, department, office or employment type that should not manage the folder. Under Roles with write access, set Company owners, Admins, Profile manager and Profile employee to Off as needed. Admins have three options: Default, Off and On. Default follows the company default, which is shown under Admins, for example Company default: On.
6. Select Save and confirm with Yes,continue.
7. In the folder’s row, under Read access, select Inherited from parent folder.
8. Add or keep Read access only for the people and groups who should be able to open the folder. Roles that still have Write access are locked to On here.
9. Select Save and confirm with Yes, continue.

The folder is now restricted. Documents you upload into it get the folder’s restricted access.

How do I upload a document to a restricted Profile folder in Simployer One?

1. Open the restricted Profile folder.
2. Select the plus sign.
3. Choose the file from your device and complete the upload.
4. Open the document’s access settings and confirm that the intended Write and Read access has been applied.

The document starts with the folder’s permissions because it was uploaded inside the restricted folder. The person who uploads the document always gets Write access to it and is shown as Document owner. Always check the document’s Write and Read access after upload, and change it if needed.

Important

Don’t upload the document outside the restricted folder and move it there afterwards. A moved document keeps its original permissions and doesn’t adopt the restricted folder’s permissions.

How do I add a link to a restricted Profile folder in Simployer One?

1. Open the restricted Profile folder.
2. Select the hyperlink icon.
3. Add the link details and select Save.
4. Review the link’s Write and Read access.

Links follow the same access rules as uploaded documents.

What happens if I change a restricted Profile folder’s access later in Simployer One?

Changes to a restricted Profile folder’s access in Simployer One don’t update documents, links or subfolders that already exist inside it. After you change the folder’s access, review each existing item and update it separately if the same change should apply.

Tip

Treat a folder’s permissions as the starting settings for new content, not as a permanent sync for existing content.

What is the result of a restricted Profile folder in Simployer One?

Only the people and groups you selected can open a restricted Profile folder in Simployer One. People with Read access can open and download its content. People with Write access can also change access, move or delete content, and set expiration dates.