Permissions for folders, pages and files

AmpliFlow has a permission model that gives you full control over who can view and edit content, while remaining easy to understand and use.

This guide is for you if you:

• Need to restrict access to sensitive content
• Want to give different teams access to different parts of the documentation
• Are an administrator or content manager
• Need to understand how the permission model works

Overview of the permission model

Core principles:

• Permissions are inherited from the parent object, unless you set unique permissions
• When you set unique permissions, only the ones you specify apply — nothing is copied automatically
• Objects with a lock icon have unique permissions
• Owners and Editors can see who has permissions — Readers cannot see this

Folders and pages with unique permissions are marked with a lock icon in the list, so you can quickly see which objects have special settings.

Three levels of permissions

There are three permission levels in AmpliFlow:

Reader

• Can read and open pages, folders and files
• Cannot edit or see permission settings
• For users who need information but should not change it

Editor

• Can read, create and edit content
• Can see who has permissions
• Cannot change permission settings
• Suitable for users who actively work with the content

Owner

• Can do everything an Editor can
• Can change permission settings
• Can delete content
• At least one owner is required for each object with unique permissions

How permission inheritance works

Permissions are inherited downward through the folder structure. If no one has changed the permissions on a folder, it inherits permissions from the “Pages” feature.

Example of inheritance:

• Feature: Pages (Team A is Owner, Team B is Editor)
  • Folder: Quality (inherits from Pages)
    • Folder: Procedures (inherits from Quality)
    • Page: Policy (inherits from Quality)

In this example, Team A and Team B have the same permissions on all folders and pages, because they inherit from the “Pages” feature.

When you set unique permissions on a folder or page, the new permissions are inherited downward to all subfolders and pages — until a subfolder or page in turn has its own unique permissions.

Setting base permissions for the Pages feature

Before you start working with permissions on individual folders, you should set base permissions for the entire “Pages” feature:

1. Go to Permissions in the main menu (requires administrator rights)
2. Find the Pages feature in the list
3. Click on Permission Settings for Pages

4. Add teams or users to the following roles:
   • Owner: Those who should be able to administer all content
   • Editor: Those who should be able to create and edit pages
   • Reader: Those who should only be able to read content
5. Click Save

If no team or user has any permission to the “Pages” feature, no one will be able to see it in the navigation menu.

Configuring unique permissions

When you need to restrict access to a specific folder or page, you set unique permissions.

Open permission settings

1. Go to Pages in the main menu
2. Find the folder, page or file you want to set permissions on
3. Click on … (three dots) to the right of the object
4. Select Permission Settings

Enable unique permissions

1. Click the Configure unique permissions button
2. A form opens where you can choose teams and users for each permission level

Choose permissions

1. Add at least one team or user as Owner (required)
2. Add teams or users as Editor (optional)
3. Add teams or users as Reader (optional)
4. Click Save (if you click “Cancel” no changes you made will be saved)

Important: When you save, only the permissions you specified apply. No permissions are automatically copied from the parent object. If you only specify a team as Owner, for example, only that team will have access to the folder.

Result

After saving, you will see a lock icon on the object in the list. This means the object has unique permissions. All subfolders and pages now inherit the permissions from this object — unless they themselves have unique permissions configured.

Special case: Access without the parent folder

Sometimes you may need to give someone access to a subfolder but not to the parent folder. AmpliFlow handles this automatically.

Example: You have this folder structure:

• A (PersonY has access)
  • A1 (PersonY has access)
    • A1.1 (PersonY has access)
    • A1.2 (PersonY does NOT have access)
    • A1.3 (PersonY has access)

PersonY will then see the following structure:

• A
  • A1
    • A1.1
    • A1.3

Folder A1.3 is shown directly under A1, since PersonY does not have access to the intermediate level A1.2. The object “jumps up” to the nearest parent folder where PersonY has access.

Use cases:

• Give specific teams access to sensitive subfolders
• Create virtual views where different users see different folder structures
• Grant granular permissions without exposing the entire hierarchy

Best practices

Use teams instead of individual users

• Attach permissions to teams, not to individual people
• When someone changes roles or leaves, you only need to update the team membership
• You control all permissions in one place

Keep the structure simple

• Set permissions at as few levels as possible
• The more objects with unique permissions, the harder it is to administer
• Think through the folder structure before you start setting permissions

Plan the folder structure around permissions

• Group content that should have the same permissions in the same folder
• Example: Gather all HR documents in one folder, all quality documents in another
• Then you only need to set permissions at the folder level

Document the permission structure

• Write down which teams should have access to what
• Makes it easier for future administrators to understand the structure
• Save the documentation as a page in AmpliFlow (with the right permissions)

Review permissions regularly

• Review who has access at least once a year
• Remove teams and users who no longer need access
• Make sure new teams get access to the right content

Frequently asked questions

What happens if I remove all permissions from an object? If you remove all permissions including owners, only Administrators can access the object.

Can I copy permissions from one folder to another? No, there is no copy function. You must configure permissions manually on each object that needs unique permissions.

How do I know what permissions I have? If you can see Permission Settings when you click on …, you are either an Owner or Editor. If you can change the settings, you are an Owner.

What happens if I remove unique permissions? Remove all unique permissions and the inheritance from the parent folder is automatically restored.

Can I set different permissions on different pages in the same folder? Yes, you can set unique permissions on individual pages even if they are in the same folder.

Can I see folders I don’t have access to? No, you can only see folders, pages and files you have at least read access to.

Can I see an overview of all objects with unique permissions? No, there is no such overview. Objects with unique permissions are marked with a lock icon when you browse the folder structure.

Troubleshooting

I cannot see the “Pages” feature in the menu Check that you have at least read access to the “Pages” feature. Ask your administrator to give you access through permission settings.

I cannot see the “Permission Settings” button Check that you have at least editor rights on the object. Only Editors and Owners can see permission settings.

I can see permissions but cannot change them You are an Editor, not an Owner. Only Owners can change permission settings. Ask an Owner to give you owner rights.

A team does not get access even though I added them Check that the people are actually members of the team. Go to Teams and verify the member list.

A folder appears in the “wrong” place in the structure This may be the special case where a subfolder has permissions but the parent folder does not. The folder “jumps up” to the nearest parent folder you have access to. This is intended behavior.

The lock icon disappeared after I changed permissions Verify that you actually saved the changes. Refresh the page and check again. If the problem persists, contact support.