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Folders and Access Rights

Duration30 minLevelIntermediateOfferOffre de basePrerequisitesLesson 3

Objectives​

0 / 5 objectives achieved — check them off as you go through the lesson.

Why it's Useful​

At Comptalys, the eight accountants use the same tools. Rather than sharing ten applications with eight people, Karim creates a folder Accounting : he stores the ten applications there and adds the eight accountants. When a ninth arrives, one action is enough.

Folders are the heart of the access policy. Sharing an application directly with a person is still possible, but the folder is the recommended method: it remains readable as the organization grows.

Your Turn​

  1. Open folder management: click on Folders in the navigation bar. See Create and Organize Folders.
  2. Create a hierarchy. Click on Add a folder and enter Accounting/Payroll: the slash creates the folder and its subfolder at once. Also create Management.
  3. Explore the ⋮ menu of a folder: clone, add a subfolder, rename, enable for all, delete.
  4. Configure the folder. Click on Accounting, then on Configure. In the Users tab, click on Add users and add your test user. See Manage a Folder.
  5. Delegate. Enable the Admin role for this user on the folder, then choose their Access Rights: modify applications, create, modify admins…
  6. Add applications in the Applications tab with Update apps. If you don't have any yet, come back after lesson 5.
  7. Go through the user profile. In Users, ⋮ menu, choose Manage Access. Note the colors: yellow for authorized access, blue for a folder administrator, gray for unauthorized access. Add the folder Management with the + button. See Manage a User's Access.
  8. Copy access. On the profile of a fictitious account, click on Reset, then on Compare Access, choose your test user and click on Copy Access.
Removing a folder removes everything

Removing a user from a folder causes them to lose access to all applications shared by that folder. VaultysHub reminds you of this in a confirmation.

Enable for all

The action Enable for all users opens a folder to the entire organization, without explicit assignment. This is ideal for common tools: messaging, intranet…

Check Your Knowledge​

1How do you create the HR folder and its subfolder Payroll in one entry?
2On the Manage Access page of a user, a blue folder means…
3You want all employees to access the messaging system, without adding them one by one. What do you do?
4A new employee needs to have exactly the same access as a colleague. What is the quickest way?

Key Takeaways​

  • A folder groups applications and users: each member accesses all its applications.
  • Folders can nest and have their own administrators, with chosen rights.
  • A user's profile shows their access in colors, and allows you to copy those of a colleague.

Next lesson: Applications