Subfolder Permissions

With Subfolder Permissions, admins can now assign permissions at the subfolder level, allowing for a more structured and controlled document library. This eliminates the need for excessive root folders and gives organizations more granular control over access rights.

With Subfolder Permissions, admins can:

• ✅ Assign specific access to teams, locations, or individuals at the subfolder level
• ✅ Reduce root folder clutter and maintain a cleaner document library
• ✅ Ensure better security & control by defining who sees what

Set & Adjust Subfolder Permissions

1. Navigate to Toolbox > Document Library in Beekeeper.
2. Locate the folder where you want to adjust permissions.
3. Click the gear icon (⚙) > Manage Access.
4. Click on the subfolder you want to modify.
5. You will see the option “Same access settings as parent folder” with a toggle switch:
   • ON (default): The subfolder inherits its parent folder’s permissions.
   • OFF: You can manually assign permissions for this subfolder. Keep in mind that you cannot remove any permissions that users already have at the root level.
6. If you disable inherited permissions, continue to the next step to define custom access.

📌 Note: If you turn off inheritance, you must manually manage access for this subfolder.

Assign Users & Groups

1. Click “Add groups and locations” to select who should have access.
2. Assign the correct permission level to each group or location:
   • Viewer 👀 – Can view files only.
   • Editor ✏️ – Can upload and modify files.
   • Owner 🔑 – Has full control, including managing access.
3. Click Save Access to apply changes.

Important Considerations

• If a user is added to multiple groups, they might have conflicting permissions. Always review permissions to ensure users have the correct access.
• Global Admins are always owners – They automatically have full access to all folders.
• The highest subfolder depth you can create is 50 levels. If you reach that limit, please consider reorganizing folders or removing unused ones.
• The maximum number of permissions you can apply to a single folder or document is 120. If you reach that limit, please consider merging some of the groups or locations to reduce the number.
• If there is a permission with the same role (e.g. Viewer) set for the same group or location members and admins, it is counted as one permission. In this case, the permission is applied only to the members of the group or location.
• If your organization does not have access to subfolder permissions, the option to override parent folder settings will be locked. Contact your CSM to upgrade.

FAQs

Can I override root folder permissions with subfolder settings? No, subfolders can only extend access further, not remove any permissions that users already have at the root level.

What happens if I disable inherited permissions for a subfolder? The subfolder will only follow the parent folder's permissions. You can then add any additional permissions manually.

Can I apply the same permissions to all subfolders at once? No, each subfolder must be adjusted individually unless it inherits settings from its parent.

What if I need to restructure my folder setup?

If you previously used multiple root folders and want to consolidate them into a better subfolder structure, reach out to your Customer Success Manager or Account Manager for assistance.

How can I tell whether a user has access to the root folder or a subfolder if they have the same name?

If both a root folder and a subfolder share the same name, it may be unclear which level the user has access to. Check the folder hierarchy and Manage Access settings for each folder. Renaming folders for clarity or adding a prefix (e.g. “HQ - Policies” vs. “Team A - Policies”) can also help distinguish between access levels.