Not every file is meant for everyone. For each folder you decide which roles are not allowed to see the contents. By default a folder is visible to everyone who belongs to the project and is allowed to view files. So you work by excluding: you tick the roles that do not get the folder. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Who can manage access
You need the permission Map-toegang per rol beheren (Manage folder access by role). By default only the role admin has that permission. Via Bedrijf → Rollen (Company → Roles) you can give it to other roles.
Excluding roles from a folder
- Open the project and go to Documenten (Documents).
- Under Mappen (Folders), click Beheer toegang (Manage access) next to the folder.
- Under Rollen uitsluiten (Exclude roles), tick the roles that are not allowed to see this folder. The list contains all roles of your company, including roles you created yourself.
- Click Opslaan (Save).
In the folder list, the column Rollen uitgesloten (Roles excluded) shows how many roles are excluded per folder. If you untick a role again and save, the folder is immediately visible to that role again. You can also manage access on the system folder Basis gegevens (Basic data).
What an excluded role no longer sees
- The tab of the folder above the list Bestanden (Files) disappears.
- The files from the folder are no longer in the tab Alle (All).
- The files are not in the download Alles downloaden (ZIP) (Download all, ZIP).
- The files cannot be opened in the viewers for PDF annotations, IFC and DWG, not even with a saved link.
What is not shielded
The exclusion shields the files, not the existence of the folder. Keep the following in mind:
- Anyone who sees the section Mappen sees the name of every folder and the number of files there, including folders from which the role is excluded. The section Mappen is visible to anyone who is allowed to create, rename or manage folders. By default these are admin, tekenaar (draughtsman) and klant (customer).
- In the upload window the folder is still in the dropdown Map (Folder). So an excluded user can put a file in it, but does not see it afterwards.
- The section Veldfoto's (Field photos) does not filter on excluded folders.
So choose a neutral folder name if the name itself already gives something away.
Good to know
- The exclusion works by role, not by person. If someone has several roles, one excluded role is enough to hide the folder.
- That also applies to your own role. If you exclude the role admin, users with that role no longer see the files in the folder in the list.
- An exclusion only applies to the folder on which you set it. Subfolders do not inherit it. Set the access for each subfolder separately.
- The setting applies per project. A folder with the same name in another project has its own setting.
Example
You want to keep internal calculations with the project without the client seeing them. Create a folder, click Beheer toegang and tick the roles klant and aannemer (contractor). Files that your team then puts in this folder stay out of the list and the ZIP download of those roles.