Folder sharing

🎯 Objective

Learn how to use the folder sharing functionality in netLex, which allows you to decouple folder access from traditional access profiles, ensuring more autonomy and organization in managing your documents.

This article contains the sections:

• What is the functionality?
• How to share a folder?
• How does sharing with the company work?
• Sharing profiles and permissions
• Guided Tour
• Frequently asked questions
   

💡 What is the functionality?

Previously, access to a folder in netLex was mandatory linked to a specific access profile, which could lead to an excess of profiles and folders just to segment users.

With the new simplified sharing functionality, you can:

• Unlink folders from access profiles: Reducing rework and the excessive creation of profiles.
• Grant autonomy: The folder owner can manage who has access directly through the documents screen.
• Use standardized permissions: Making it easier to choose the permission level (View, Edit, etc.) without needing to configure every technical detail.
   

🛠️ How to share a folder?

Sharing is done directly in the folder tree, within the document listing.

1. Access the Docs screen in the side menu.
2. In the folder tree, locate the root folder you wish to share.
3. Click on the three dots next to the folder name.
4. Select the Share option.

 

5. In the "People with access" field, search by user name, team, or profiles.
    

6. Choose the desired access level and click Save.
    

🏢 How does sharing with the company work?

When managing access for a root folder, you will find the option to define visibility for the entire organization through Company.

By default, folders remain with the "Restricted access" setting. This means only users, teams, or profiles added manually can view the content.

If you want all collaborators to have immediate access, a folder owner must change this setting to "View". Once this change is made, any user in the company can locate and read documents in this folder without the need for individual shares.
 

👥 Sharing profiles and permissions

When sharing a folder, you can choose between pre-configured models or customized options:

• View

  • Documents: Read all
  • Attachments: Read
  • Template: Read
  • Signature: Read
     

• View and fill out questionnaire

  • Documents: Create and Read all
  • Editing: Questionnaire
  • Chat: Tag internal users
  • Download: DOCX and PDF
  • Attachments: Read, Create, and Feature
  • Template: Read
  • Activities: Create activities
  • Signature: Read
     

• Comment and Suggest

  • Documents: Read all and Create
  • Editing: Questionnaire, Comment, and Suggest changes
  • Chat: Tag contacts and internal users
  • Download: DOCX and PDF
  • External documents: Upload documents
  • Attachments: Read, Create, Delete, and Feature
  • Template: Read
  • Workflow: Cancel
  • Activities: Create activities
  • Signature: Read and Send for signature
  • Review: Create and Share attachments
     

• Edit

  • Documents: Read all, Create, Rename, Delete, and Restore version
  • Editing: Questionnaire, Comment, Suggest changes, and Direct Editing (Word Desktop)
  • Chat: Tag contacts and internal users
  • Download: DOCX and PDF
  • External documents: Upload documents and external versions
  • Attachments: Read, Create, Delete, and Feature
  • Template: Read
  • Workflow: Cancel
  • Activities: Create activities
  • Signature: Read and Send for signature
  • Review: Create and Share attachments
     

• Owner

  Enables all of the above permissions, including the power to manage sharing and folder security settings.

Advanced options: Allows manual selection of each technical permission (such as download, delete, or restore version), and should be used only when strictly necessary.


 

💻 Guided Tour
 

❓ Frequently asked questions

1. Who can share a folder? Only the folder Owner can perform sharing, provided they have the "Share" permission enabled in their access profile. Administrators are automatically considered owners of all folders.
    
2. If I add someone to a team, will they automatically have access to folders shared with that team? Yes. When adding a new member to a team, they automatically receive all access and permissions previously shared with that team.
    
3. Can I share only a subfolder? No. Currently, sharing is performed only by the root folder.
    
4. How does sharing affect existing access profiles? For existing access profiles, original permissions are maintained. To share access to a new root folder not in the profile, sharing occurs exclusively via the modal on the documents screen.
    
5. What happens during the first SSO login? New users accessing via SSO receive the default profile and will only have automatic access to folders shared with the "Entire Company." Other specific accesses must be granted manually by an owner.
    
6. How to remove or change a share? Follow the same steps: access Docs, choose the folder, click the three dots, and select Share. In the modal, click the current permission to adjust the level or select "Remove access" to delete it.