Giving people access to a folder (folder managers)
You give people access to a folder by making them folder managers. Folder managers can see the folder and everything in it, and they manage every collection in it and in its subfolders. You set folder managers on top-level folders only, and subfolders follow automatically.
Who can do this: Admins and the folder’s own managers.
What a folder manager can do
| Item in the folder | What folder managers can do |
|---|---|
| Collections | Everything a collection manager can do: see all ideas (including hidden ones and hidden steps), move ideas between steps, answer step questions and change the collection’s settings. |
| Surveys | See the survey in the folder. They can’t edit it or see its results unless they are also a survey manager or an Admin. |
| Subfolders | See them and everything inside. |
| Attachments | See and open them. Only managers of the folder itself can add, rename or delete them. |
| The folder itself | Rename, move, archive and delete it, and change its managers. |
A collection manager is someone who runs a collection. See Collection managers: who they are and how to add them for the full list of what they can do.
Good to know: Folder access gives people manager rights, not just a view. Only add people you trust to manage every collection in the folder.
Add or remove folder managers
- Open the folder. It must be a top-level folder (one that sits directly on the Folders page).
- Click the manager pictures next to Access.
- In Managers, search for people and add them, or remove people from the list.
- Save.
You can only add members of your hive. Guests can’t be folder managers.
The list you save replaces the old one. You can remove yourself, so make sure someone else still manages the folder.
How access works for subfolders
Access set on a top-level folder also applies to all its subfolders and everything in them. The Managers dialog shows this warning: “Access granted here also applies to all subfolders, including their respective contents.”
On a subfolder, Access is read-only. It tells you to go to the top folder to edit access.
The managers of a parent folder can see and work with everything in its subfolders. To rename, move, archive or delete a subfolder itself, you need to be named directly on that subfolder, or be an Admin.
When access ends
Folder managers lose their manager rights on a collection when:
- you remove them from the folder,
- the collection is moved out of the folder,
- the folder is deleted.
People named directly as collection managers keep their rights in all these cases.
Common questions
Do folder managers get the daily email about new ideas? No. The daily email of new ideas goes to people named as collection managers on the collection itself. Add someone there too if they need it.
Does making someone a folder manager let members see the collections? No. Members see collections through pages, not folders. See Choosing who can see a collection.
Can a folder manager create new folders? Only if they are an Admin or Manager. Creating folders needs one of those roles. See Roles and permissions in Hives.