Company folders and who can see them

How company folders, employee folders and former employees' folders work.

For: Everyone · Category: Documents & notices

Docs now has folders. Owners and admins create the company folders and decide who can see them. Every employee also has their own folder, made automatically. A folder decides who can see everything inside it.

Steps

  1. Company folders (owners and admins) - In Docs, choose "New folder". A top-level folder asks who can see it: "Everyone in the company", "Chosen departments or roles" or "Only owners and admins". Everything inside follows that choice. Change it later from the folder's ... menu -> "Who can see this".
  2. Folders inside company folders - Owners, admins and HR can add folders inside a company folder. They follow the top folder's choice.
  3. Your own folder (employees) - Open My Space -> Docs -> My folder. Only you, HR, admins and the owner can see what is in it. You can create, rename, move and delete your own folders, and move your files with "Move to...".
  4. Employee folders (HR, admins, owner) - Open Docs -> Employees and search by name or staff ID, or open the person in People, go to Documents and choose "Open folder".
  5. Folders made by HR are locked for the employee - When HR, an admin or the owner creates a folder inside an employee's folder (for example "Contracts"), the employee can open it but cannot rename it, delete it or move things in or out of it.
  6. When someone leaves - Their folder moves to Employees -> Former employees. Their access ends straight away. HR, admins and the owner keep the folder. Nothing is deleted automatically: HR deletes it when your retention period ends.

Tips

  • Owners and admins can always see every company folder.
  • Sharing a file can add people, but it cannot hide the file from someone who can see its folder. Keep a file that only some people may see in a folder for those people.
  • Deleting a folder never deletes files. Everything inside moves up one level.
  • After a move, choose Undo on the message if you moved something by mistake. You can move up to 50 items at a time.
  • Folders can be up to 5 levels deep.
  • If someone who left is restored, their folder moves back to Employees and their access returns.
  • When your company has connected a company Google account, Google Drive shows the same folders, and Veridox gives and removes Google access to match. Former employees lose their Google access too.

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