A Department is a collection of folders that are only visible to users assigned to that Department. They are a flexible and scalable way to compartmentalize your Project library without having to worry about individual user permissions.
When you assign a user to a Department, they can instantly access all the Projects within that Department—Projects in other Departments are inaccessible to them. You can restrict users to just one Department or assign them to multiple Departments if there is more crossover in your team.
| Note: Projects that are in folders that don‘t belong to any Department (such as No folder) can still be viewed in Preview by users with Departmental restrictions. If you would like to avoid this, ensure that all your Projects are organized into at least one Department. |
Before you begin
- User Access Levels are managed in the User Management interface. For instructions on how to open this page, see Accessing the User Management page.
- To change user roles and user permissions, you must be an Administrator or be assigned a custom user role that has user management permissions.
- You need to create a Department before you can assign user access to it. For more information on how to do this, see Creating and managing Departments.
Setting a Departmental Access Level
Setting the Access to specific Departments Access Level for a user will mean that they can only access Projects that are inside folders of the chosen Departments.
There are several ways to set this Access Level.
New users
When you create a new user, you will need to set an Access Level before you can send their invitation. For more information, see Adding a new user to your team.
Existing users
- Select Users from the User Management side-bar menu.
- Find the user in the list you'd like to change—use the filters and search bar to narrow down the results.
- Select the user to open the User information page.
- Choose Access to specific Departments from the Access drop-down menu.
- Choose the Department(s) you’d like the user to be a part of from the Departments drop-down menu.
- Save your changes.
Next steps
Projects must be organised into Departmental folders for users to be able to see and access them. See Adding Projects to a Department.