Root-level permissions control access at the highest level of the data room. They determine whether a user group can access the data room structure before permissions applied to individual folders and documents are evaluated.
Understanding Root Permissions
The Root represents the top level of the data room hierarchy. Permissions assigned at this level affect the visibility of the data room for each user group and provide the foundation for managing access throughout the structure.
Use Root-level permissions when you need to:
- Grant access to a new user group across the data room.
- Restrict access for a specific group.
- Review overall visibility settings before configuring permissions on individual folders.
- Control access at the highest level of the hierarchy.
Important: Understanding the Scope of Root Permissions
Permissions configured at the Root level do not automatically apply to existing folders and documents in the data room. Changing a permission at Root level does not update permissions already configured elsewhere in the data tree. Instead, Root permissions act as a default permission template for newly created top-level folders.
For example, if a user group is granted Download permission at Root level, any new main folder created after that configuration will inherit Download permission for that group by default.
Existing folders and documents are not modified and must be managed separately through the Permissions view.
Open Root-Level Permissions
- Navigate to the Documents tab.
- Open the Permissions view.
- Locate and select the Root item in the data tree.
The permissions grid updates to display the permissions assigned at Root level.
Modify Root Permissions
- Select Root in the data tree.
- Locate the user group you want to update.
- Modify the required permissions directly in the permissions grid.
Changes are applied immediately and saved automatically.
Review Group Access
The permissions grid allows you to compare Root-level permissions across multiple user groups.
This makes it easier to:
- Verify which groups have access.
- Identify groups with restricted visibility.
- Review access before publishing changes.
Automatic Saving
All Root-level permission changes are saved automatically. There is no Save button within the Permissions view. Each modification is stored as soon as it is made.
Publish Root Permission Changes
Saving a change does not automatically make it visible in the published view. After updating Root-level permissions, publish the changes using the global Publish process.
Related article: Publishing Changes
Best Practices
- Configure Root permissions before creating new main folders whenever possible.
- Review Root permissions when creating new user groups.
- Do not rely on Root permissions to update access on existing folders and documents.
- Verify permission settings before publishing changes.
