🆕File Privacy and Sharing
Overview
When sharing files in MangoApps, it's important to review the permission settings using the Share Permissions menu for each file or folder. This ensures that only the intended users have access.
For documents linked from external repositories (like Dropbox, Google Drive, etc.), make sure the privacy setting in the third-party system is adjusted if the file is private—others will need the appropriate access permissions to view the content.
Visibility Permissions for Files & Folders
MangoApps has 4 configurable visibility permissions for files and folders:
Private: Setting the visibility of a file or folder as 'Private' removes everyone it’s been shared with and only the owner will have access to it.
Shared: Setting the visibility of a file or folder as 'Shared' means only the users explicitly granted the permissions will have access to it.
Team: Files/folders created in a project, group or department have visibility setting of 'Team'. This means that all members of the team by default have access to it.
Full Company: Setting the visibility of a file or folder as 'Full Company' will allow everyone in your company access to it with Editor privileges.
These permissions are set at initial file upload, but can be changed later.
Managing Folder and File Permissions
Permissions can be fine-tuned on both folders and files from the 3-dot Folder or Folder Settings Menu.
From this menu, click Share Permissions to access the permissions menu. From here, users can choose who can access the content and what actions they can perform by assign roles like View Only or View with Download.
File Permissions
When managing permissions for individual files, such as documents, you can assign one of the following roles:
Owner: Has full control over the file. Can view, upload, download, share, rename, co-edit, comment, check out/in, publish, move, copy, delete, restore, manage workflows, sync, and view access history.
Editor: Can perform most actions similar to the owner, including uploading new versions, editing, sharing, and publishing. Editors cannot manage ownership settings.
Viewer: Can only view the file and add comments. Viewers cannot download, upload, or make changes to the file.
Viewer (No Download): Can view the file but cannot download or interact with it beyond basic viewing.
No Access: The user will not be able to see or interact with the file in any way.
Folder Permissions
For folders, permission settings are tailored to managing groups of files and organizing structure:
Owner / Co-owner: Has complete control over the folder, including downloading, sharing, viewing, renaming, unsharing, deleting, uploading files, creating sub-folders, moving or copying content, and viewing access history.
Editor: Can perform most functions within the folder such as viewing, renaming, uploading files, creating sub-folders, moving, and copying. Editors cannot unshare or manage ownership.
Viewer: Can only view and download files within the folder. They cannot make any changes or upload new content.
Viewer (No Download): Has view-only access without the ability to download any files.
No Access: The user has no visibility or access to the folder or its contents.
Revoking Access
To revoke previously granted access, go to the file or folder’s Share Permissions menu and click Stop Sharing ‘x’ to remove access.
Only the owner or a network admin can perform this action.
Updating Permissions After Sharing
Sharing and visibility permissions can be updated after sharing.
To do this, use the Share Permissions option to modify existing user roles.
Changes take effect immediately and can be reversed at any time.
Copy Folder Permissions to Another User
The Copy Permission feature allows folder-level access settings to be transferred between users.
This action can only be performed by a folder owner.
Select the From user (who currently has permissions), the select the To user (who should receive the same permissions). Up to 5 users can be selected at once.
Copy applies to the selected folder and its entire hierarchy (sub-folders and files).
Only explicit permissions are copied. The recipient will be notified once the operation is complete.
Bulk Sharing of Folders & Files
Bulk sharing simplifies large-scale distribution of content. In order to complete this action, the user must be a network admin or team admin.
Bulk sharing is limited to team folders and files (not available for My Drive or Network Drive).
Share with: network users, teams, guest users, publicly, or copy multiple links.
Share up to 500 files in one operation.
Recipients are notified upon completion.
System folders/files cannot be shared via bulk sharing.
Folder & File Share Expiry
Add an expiration date to any share action to automatically revoke access after a set period.
This Ensures temporary access is controlled without manual follow-up. This feature works for users, teams, or public shares.
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