Forum Discussion
Rise Teams folder sharing options
Hi,
We have a team folder for 5 designers. I had presumed that by putting content in here it was visible to everyone in the team, but we have just discovered this is not correct.
I appreciate that you might not want people being able to edit or publish everybody's work, but in our case, the point of a team folder is so that everyone can see, edit and publish (otherwise we may as well all work in our private folders).
At this stage without going into everybody's files with us all sat around our computers together, we don't know what projects are actually in the team folder.
Is there a blanket way to make ALL the projects in Team visible and that all the other members can have Manager (i.e. publish) rights, even if they aren't the creator?
Thanks,
Lindsey
12 Replies
For now, I've created the shared folder as suggested. I am the Owner and everyone else has Manager permissions.
As far as I understood it from your advice above, all folders moved to there would inherit the permissions so I should be able to do anything in this folder. However, as you can see, one folder moved there will allow me to publish (as I was previously allocated Manager permissions) but not delete, as it's not registering me as the Owner.
This is getting a bit ridiculous now.
Hi LindseyHillm450,
Thanks for following up and sharing that screenshot.
What you're seeing is expected behavior. While content moved into a Team Folder inherits the folder's sharing permissions, ownership of the content remains with the original creator. As a result, users with Manager permissions can publish, edit, and manage content within the folder, but only the content owner can delete it.
I can understand how that feels inconsistent, especially in the context of your earlier feedback about team administrators having visibility and control over all content within a Team Folder. I've shared this additional feedback with our product team, as it highlights a scenario where folder owners and administrators may expect to have broader control over content stored within Team Folders.
Thanks again for taking the time to document your experience and share these details with us.
Hi Eric,
What happens to this content if people leave and we reduce licences? Does this automatically get assigned to the administrator as the Owner?
Lindsey
Hi,
Yes I can see everything in those two folders but only once they were shared with 'everyone' or 'me'. I discovered the problem when a team member (Dwarka) was wondering why I couldn't see it. He has since shared the folder with me, which is why I can now see it. I appreciate that I can make all the team members move all the content into a shared folder, but my point is that everything in a Team folder should be shared with at least the administrator by default, or available to everyone in the team.
Hi LindseyHillm450,
Great to see that Eric has been helping you.
Thanks for the clarification. I understand you're requesting that team administrators automatically have visibility into all content and folders created within a team, without requiring individual sharing permissions. I can see how this would make team management and oversight much easier.
I've submitted this feedback directly to our product team, and we'll be sure to notify you if we release a future update that helps!
Thank you Steven, that's appreciated. I can see the case reference in my emails.
Here are three different screenshots - the longest is mine and the other two are two of the Team, but I am aware there are other folders in there that I don't have access to.
Hi LindseyHillm450,
Thanks for sharing the screenshots.
From what I can see, your view includes everything shown in Sam's and Dwarka's screenshots, along with some additional folders.
Regarding your question about making all Team content visible to everyone, team members only see items they're assigned collaborator roles for. However, folder owners and managers can add the Everyone group and assign Editor or Manager permissions. Content moved into those folders will inherit the folder's share settings.
Since the screenshots show different views for different team members, I'd be interested in seeing how the affected folders are currently configured. Could you check the share settings for one of the folders that appears for some team members but not others? Specifically, it would be helpful to know whether the folder is shared with specific individuals or with the Everyone group.
If you'd like us to take a closer look, feel free to open a support case and share screenshots of the folder share settings privately. We'd be happy to investigate further.
Just to note I appreciate that I can move content into a folder in there that has overarching permissions. However, this is only useful if I know content is there!
Hi LindseyHillm450,
Thanks for reaching out! I can understand why this would be frustrating, especially when the goal of using a Team Folder is to make collaboration easier for everyone.
I also saw your follow-up note about folder-level permissions only being useful if you know the content is there in the first place, which is helpful context.
Could you clarify whether the content was originally created in the Team Folder or moved there later? It would also help to know how the folder permissions are currently configured so we can better understand what you're seeing.
If possible, could you share screenshots of the Team Folder permissions and an example of content that isn't visible to other team members? If you'd prefer not to share those publicly, you're welcome to open a support case and send them to us there instead.
Thank you Eric. I have asked a couple of team members to send me screenshots of what they can see, and will post them here with mine shortly.
With regards to the content being created in the Team folder, I do not know for definite. In my case I have created content in my Private folder then moved it over later, so I imagine there's a mixed bag with some created in Private and some in Team.
It just seems crazy that as an administrator for our account I cannot see all the content that is in the Team folder by default. I appreciate that potentially individual authors may want to amend permissions, but surely the administrator should be able to see everything.
