Note:Docs Secure+ permission system is in beta testing. Stay tuned!
- •Docs Secure+ permission system See I. About Docs Secure+
- •Get to know the advantages of Secure+ See Secure+ applicable scenarios
- •Subfolder permission settings See Subfolder permissions
- •Add a Docs shortcut See Add a Docs shortcut
- •Find previous shared folders See III. FAQs
I. About Docs Secure+
Secure+ is a Docs permission system upgraded from Permission 1.0, offering enhanced security and stronger permission functions. During and after the upgrade, a Secure+ tag will appear next to the titles of newly created Docs and folders. When the Secure+ tag appears next to a previously created Doc or folder, it means this item has been upgraded to the new permission system.
Secure+ advantages and scenarios
To learn more about permission types and definitions, see the following articles.
II. Major changes in Docs Secure+
My Space is your personal storage space. All of your created and uploaded content will be stored in My Space by default. You can share the content in My Space with others and the content being shared will still be stored in My Space.
- •Secure+ tags will show on the right of the titles of Docs, files, and folders with Secure+ permissions.
- •Docs and files belonging to you in the original Shared Space will be moved into My Space. All of the personal folders and shared folders owned by you will also be in My Space.
- •Content that's owned by other people may also be stored in your My Space. For example, you created a document and transferred the ownership to a team member. The document will remain in your My Space.
Shared with Me
Shared with Me is an upgraded version of the Shared Space (Permission 1.0). It's used to store Docs, files, and folders shared with you by others. In Shared with Me, you can find the content stored in others' My Space to which you have permission to access. Folders that haven't yet been upgraded to Secure+ can also be stored in a folder that you can access through the light blue tip at the top of Shared with Me.
Content appearing in Shared with Me
✅ Docs, files, and folders that belong to others and have added you as a collaborator.
✅ Docs, files, and folders that belong to others and have added your group chat as a collaborator.
Content not appearing in Shared with Me
❌ Content for which you haven't been added as a collaborator, but has Link sharing enabled (for example, visibility within the organization) won't be shown in Shared with Me.
❌ After you join a group chat, previous Docs, files, and folders in the group aren't automatically displayed in Shared with Me, but you can search for these Docs and folders using the advanced search function.
❌ Docs and folders that are shared with a department, but haven't added members of that department as its collaborators, won't appear in the department member's Shared with Me.
❌ Docs and folders that belong to you and you've shared with others won't appear in your Shared with Me.
✅ If a folder is shared with an external user, this folder will appear in the external user's Shared with Me.
❌ After external folder sharing is disabled, this folder will automatically disappear from the external user's Shared with Me. When external sharing is enabled again, the folder won't automatically re-appear in the external user's Shared with Me. The external user must be re-added as folder collaborator.
Upgrade of Docs and folder permission types
Must-read: Subfolder permissions
You can set different collaborator permissions for folders and subfolders to batch manage Docs permissions through folders. Subfolders inherit permissions of their parent folders by default. Documents also inherit the permissions of their parent folders. You can lock and set subfolder permissions seperately, so they'll stop inheriting the permissions of their parent folders. You can also resume automatic inheritance at anytime.
- 1.Subfolders inherit the collaborator permissions of their parent folders
Applicable scenario: You've created a project management folder named Projects with a sub folder titled Meetings. Folder Meetings contains a sub folder named Clients. Three team members with different permissions are added as folder Projects' collaborators.
Permission results: Folder Meetings automatically inherits folder Projects' permissions, and folder Clients inherits from folder Meetings.
- •Enter the parent folder and click the Share button on the right of the page.
- •Enter a member's name or group chat name in the input box and select the permissions to grant. Click Confirm.
- •Subfolders automatically inherit the collaborators of their parent folders and permissions thereof.
- 2.Add collaborator to a subfolder only
Applicable scenario: To better share client requests, you'd like to add more related members to folder Client. This time you added two more collaborators to the folder Client, but not to its parent folder.
- •Folder Meetings automatically inherits folder Projects' permissions, and folder Clients inherits from folder Meetings.
- •Two more collaborators are added to folder Clients. These two collaborators can access documents in Clients but can't access folder Meetings and Projects.
- •In the subfolder, click the Share button on the right of the page.
- •Enter a member's name or group chat name. Select permissions types.
- •Click Complete in the lower-right corner of the panel.
- 3.Dissociated subfolders don't inherit the collaborator permissions of their parent folders
Applicable Scenario: Now that one of the members no longer works on this project, you need to remove the member from folder Meetings and Clients to protect client privacy, but they can still view folder Projects for knowledge sharing.
Permission results: Folder Meetings no longer inherits from its parent folder. You can add more collaborators and set permissions for folder Meetings individually without affecting the parent folder.
Note: You can re-enable automatic permission inheritance for subfolders with one click.
- •In the subfolder, click the collaborator category icon on the right of the page to open the collaborator list.
- •Hover over the left side of a member's name and click Remove to remove the collaborators inherited from the parent folder.
- •The system prompts that this action will lead to the current folder no longer inheriting the parent folder's permissions. Click Confirm.
- 4.Restore automatic inheritance of parent folder permissions in subfolders
Permission results: Once restored, subfolders can automatically inherit the permissions of their parent folders. This won't remove collaborators that you've individually added to the subfolders.
- •In the subfolder, click the collaborator icon on the right to open the collaborator list.
- •At the top of the list, you can see a note saying that this subfolder no longer inherits the permissions of its parent folder. Click Restore on the right.
- •The system pop-up will ask if you want to re-inherit the permissions of the parent folder. Click Confirm.
Add a Docs shortcut
Note:Following the Secure+ upgrade, you can add Docs and file shortcuts into several folders and access original files from different locations. Adding shortcuts won't change the storage locations of Docs, or affect the collaborator permissions of the original files.
- •Applicable scenarios: Files from finished projects can only be archived in the project folder. However, you may wish to quickly access it for reference from your ongoing project's folder. You may add a shortcut to the archived files in as many folders as you wish and waste no time in navigating to their actual storage path.
Move Docs and folders
When you need to change the storage location of a project file, you can move Docs and folders to another folder.
Note:You can move Docs and folders if you have full access to, or are the owner of, these Docs or folders, and you have edit permission for, full access to, or are the owner of the new storage folder.
- •Applicable scenario: Project folder stored in My Space is moved into the project shared folder for easy integration of materials.
- •Note: After being moved to a shared folder, Docs automatically inherit the collaborator permissions of the new parent folders. For example: Collaborators who can view this folder can also view Docs in it.
- •Steps: To learn more, see the following articles.
How can I tell if Docs, files, or folders are upgraded to the Secure+?
- •Once Secure+ is activated for your account, all newly created Docs will be Secure+.
- •The Secure+ tag is displayed on the right of the title of a document or folder.
- •All Docs and folders in Secure+ folders are Secure+ versions.
- •For content created before Secure+ upgrade, Docs and folders that appear in My Space and Shared with Me but don't have the Secure+ tags haven't yet been upgraded.
Why can't I find all shared folders in Shared with Me?
After Docs permissions are upgraded, the storage locations of shared folders may change:
- •All shared folders owned by you will appear in My Space.
- •Folders that have added you as collaborator will appear in Shared with Me.
- •Shared folders that haven't been completely updated are all stored in Folders that permissions haven't yet been upgraded in Shared with Me. You can click on the light blue tip at the top of the page of Shared with Me to view these folders.
Where can I see shared folders whose permissions have not yet been upgraded?
Go to Shared with Me from the Docs home. If you have Shared Folders which permissions haven't yet been upgraded, a light blue tip will be displayed at the top of Shared with Me: Currently, folders that are not yet upgraded to Secure+ are not displayed on this list. Following the prompt, Go to folders that are not yet upgraded to Secure+. Then, you can see folders that have not appeared in Shared with Me and whose permissions haven't yet been upgraded.
Note:After being upgraded to Secure+, shared folders will automatically be moved to the folder owner's My Space or Shared with Me. All folders belonging to you will be automatically moved from Not yet upgraded folders to My Space. All folders belonging to others, but have added you as a collaborator, will be automatically moved from Not yet upgraded folders to your Shared with Me.
After Docs have been upgraded to Secure+, what are the permissions for subfolders in previously shared folders?
After permissions are upgraded, subfolders will automatically inherit the collaborator permissions of their current parent folders according to new permission rules. See above Subfolder permissions to learn more about new subfolder permission rules.
Why can't some Docs be moved to specified folders?
This may be because the permission types of the document and targeted folder are different.
Currently, you can only add Docs Secure+ into folders Secure+, and add Docs with Permission 1.0 to folder with Permission 1.0 (See figure below.)
Note: If you need to quickly add a document with Permission 1.0 to a folder Secure+, you can copy and paste the content of the old document into a new one and then add it to the folder.
How soon can I upgrade all Docs, files, and folders to Secure+?
The beta testing of Secure+ began in early July, 2021. Users participating in beta testing can start creating Docs Secure+ and folders Secure+ from July, 2021. Docs and folders created before beta testing will be upgraded to Secure+ in August, 2021. Upgrading is expected to be fully completed in October, 2021.
How can I use Secure+ permission system if I'm not in beta testing?
Please contact your organization's Lark Customer Success manager to apply for Secure+.