We can restrict access to files by setting permission on file cabinet folders. We can restrict access to the folder rather than restrict the individual files.
To set restrict access
Go to Document>File> File Cabinet
Click Edit on the folder to which we want to restrict access.
On the document folder page select from the drop-down list to restrict access to the following one,
Restricted By Class
Restricted By Department
Restricted By Location
Restricted By Group
Select a group if you want to restrict this folder by the group.
Only members of this group can view the documents and images in this folder.
(Note: When a folder is marked as private, only the person who created that folder and the account administrator have access to it).
If we need to create a new group for the restriction,
Go to List> Relationship>Groups> New
We can create the group in two ways, Static and Dynamic.
If we create a group based on the static way, then we can add specific group members. The membership of static groups does not change automatically, but we can add or remove members at any time.
The group is dynamic, then we can automatically update group membership based on saved criteria. We cannot add or remove individual members, but we can change the search criteria.
And there is a dropdown list that shows them what kind of members would we like to include like, client, contact, employee, project, and supplier.
If we use the dynamic group creation then we need to create a saved search that shows our required member’s details.
The member in this group only can access the folder.
When we tick the Restrict group editing to owner check box only the owner of the group can modify the group.
If we want to restrict the use of this group to members of a specific group, select that group from the drop-down list. If we restrict the use of this group, then this group cannot be made private.