Granular permissions for your Data Room

Granular permissions in Papermark allow you to have fine-grained control over who can access your documents and what they can do with them. This guide will walk you through creating groups and setting up permissions for users, ensuring your sensitive information remains secure.

Understanding Granular Permissions

Granular permissions in Papermark are managed through groups. Each group can have specific access rights to different documents or folders within your data room. This system allows for flexible and precise control over document access.

For more information on data rooms, you can check out our virtual data room.

Creating and Managing Groups

1. Log into your Papermark account.
2. Navigate to the data room where you want to manage permissions.
3. Click on the "Groups" tab in the data room navigation.

Manage my groups

Creating a New Group

1. Click on the "Create Group" button.
2. Enter a name for the group.
3. Add members to the group by entering their email addresses.
4. Click "Create" to finalize the group.

Managing Existing Groups

Once a group is created, you can manage it through the group navigation:

• General: View and edit basic group information.
• Members: Add or remove members from the group.
• Permissions: Set specific access rights for the group.

Setting Up Permissions

1. Navigate to the "Permissions" tab for the group you want to manage.
2. You'll see a list of all documents and folders in your data room.
3. For each item, you can set two main types of permissions:
   • View: Allows members to view the document.
   • Download: Allows members to download the document.

Configuring Permissions

• Use the toggle switches to enable or disable view and download permissions for each item.
• The permissions are hierarchical:
  • If a folder has permissions set, all documents within it inherit those permissions.
  • You can override inherited permissions for individual documents if needed.

Folder-Level Permissions

• Apply to all files and subfolders within the folder
• Provide a quick way to set permissions for multiple items at once
• Ideal for maintaining consistent access across related documents

File-Level Permissions

• Allow for more granular control over individual documents
• Can override folder-level permissions when necessary
• Useful for documents that require different access rights than their parent folder

When setting up permissions, consider using a combination of folder-level and file-level permissions to achieve the right balance between ease of management and precise access control.

Best Practices for Using Granular Permissions

• Create Logical Groups: Organize users into groups based on their roles or the level of access they need.
• Use Folder-Level Permissions: Set permissions at the folder level when possible to simplify management. Learn more about folder management in Papermark.
• Regularly Review Permissions: Periodically audit your groups and their permissions to ensure they remain appropriate.
• Least Privilege Principle: Grant the minimum level of access necessary for each group to perform their tasks.

For more detailed information on data room security, visit our security page.

Advanced Features

• Partial Permissions: Some items may show as partially enabled (gray) if sub-items have different permission settings.
• Inheritance: Understand how permissions flow from folders to sub-folders and documents to manage access effectively.

To learn more about advanced data room features, check out our data room solutions page.

Conclusion

Granular permissions in Papermark provide a powerful tool for managing document access within your organization. By creating well-structured groups and carefully setting permissions, you can ensure that sensitive information is only accessible to those who need it, while still promoting collaboration and information sharing where appropriate.

For more information on document security in Papermark, check out our articles on document watermarking and access controls. If you have any questions or need further assistance, please contact our support team or visit our help center.

Set up granular permissions