Many of you have enjoyed the rich document management functionality included in our service. As a result we’ve been looking for new ways to enhance these capabilities to make it even more simple, safe and secure. Our answer – document based security permissions.
How it works
When adding documents you can now set your documents to have “Workspace” or “Specific” permissions. As the names implies, documents set with “Workspace” permissions are accessible to everyone that is assigned to a folder. As seen the file “dataport.jpg” has been assigned the default permissions of “Workspace”.
To change permissions just select the appropriate link under “Permissions / Details” and then choose “Update File Permissions”. The new security window allows you to grant permissions to everyone in your workspace, just yourself or a select group of workspace participants.
One of the nice things about the last option is the ability to grant file permissions by entering a series of email addresses. Joint Contact will validate each email address, ensuring each account has permissions to the assigned folder before updating the record.
People who are file owners have the ability to set/edit file based permissions. File owners include anyone who uploads a new file. Account administrators have access to all document management capabilities and can set permissions on any uploaded file.
Why it works
File based permissions allow you to extend the traditional “Workspace” security model, allowing for greater control and flexibility – almost like file management on the desktop. For example, a graphic designer can create a single workspace entitled “Project Documents”, assign all their customers to a single workspace, then limit which documents each customer can see through the use of file based permissions. The result being each customer will see different files using the same project folder.
File based permissions are also convenient for managing document drafts. Files can be uploaded to a selected workspace and permissions restricted to a few people. Once the document is complete one can update the permissions for access to an entire group.
We hope that you enjoy this advanced functionality and use it to discover new and interesting ways to manage your files!