Manage Folder and File Access
Overview
How do I manage who can access folders and files in a project?
In CxPlanner, access to folders and files is controlled at the project level by users with elevated permissions. This ensures that confidential documents remain secure and that only authorized personnel can manage file access.
When and why to use this
Managing folder access allows you to control which users can upload, view, or delete project files.
- Use this when sharing sensitive documents with specific teams or individuals.
- Prevent unauthorized access or accidental deletions.
- Differentiate access between general contractors, consultants, and design teams.
Key behaviors:
- Administrators always have full access to all folders.
- Managers can assign access to other users or user groups.
- Permissions are folder-specific and can be granted by user group or individual.
How to - step by step
- Navigate to the Files module in your project.
- Click the menu icon on the desired folder.
- Select Access control and permissions.
- Choose to manage access via:
- User groups
- Individual users
- Assign permission levels:
- Write: Upload, read, and delete files.
- Read: View files only.
- None: No access.
You can also enable Can delete if the user should be allowed to delete files uploaded by others.
- Click Save to apply the changes.
Behavior and results
Permission levels
Permission Level | Description |
|---|---|
Write | Full access to upload, read, and delete files |
Read | Can view files, but not upload or delete |
None | No access to the folder |
Additional option
Option | Description |
|---|---|
Can delete | Allows user to delete other people's files in that folder (if enabled) |
Folder access methods
1. User group access
Assign folder permissions to an entire user group. This is efficient for teams like contractors or consultants who require similar access.
- Go to the top menu in the access control panel.
- Click to activate the desired user group (it will turn green).
- Assign the appropriate permissions for each folder.
- You can manage user group membership in Project settings.
2. Person-specific access
Grant special access to individuals.
- Use this to override or extend a user’s access beyond their group.
- You can only increase permissions here - not revoke access inherited from a group.
- Scroll to the bottom of the access control panel to manage individual users.
Locked folders: Folders owned by the administrator
If a folder is locked, it may be invisible to some users. Locked folders are controlled exclusively by Administrators.
Access log
You can always review access changes for transparency.
- Open the User Rights menu in the Files module.
- Click the Access log for changes button to view a list of who changed what and when.
Troubleshooting
Problem | Cause | Solution |
|---|---|---|
Can't grant access | Insufficient role permissions | Contact a project Administrator |
Can't remove access | Access granted via user group | Edit the user group or move the user |
Folder not visible | It is a locked folder | Ask Administrator to unlock or grant access |
User cannot delete files | "Can delete" is not enabled | Enable "Can delete" for that user or group |
Quick facts
- Requires: Project role Manager or Administrator
- Location: Files → Access control
- Affects: Folder visibility, file uploads/deletions, audit logs
Updated on: 08/08/2025
Thank you!