Guide: Permissions for Folders, Pages and Files in AmpliFlow

AmpliFlow has a powerful and secure permissions model that is easy to understand and use. This guide explains how permissions work and how to set unique permissions when you need them.

This guide is for you who:

• Need to restrict access to sensitive content
• Want to give different teams access to different parts of the documentation
• Are an administrator or content owner
• Need to understand how the permissions model works

After reading this guide you will be able to:

• Understand how permission inheritance works
• Set unique permissions on folders, pages and files
• Use teams for effective permissions management
• Identify items that have special permissions

Reading time: ~8 minutes

Overview of the permissions model

AmpliFlow has a powerful permissions model that gives you full control over who can view and edit content, while remaining easy to understand and use.

Key principles:

• Permissions are inherited from the parent object unless you set unique permissions
• When you set unique permissions, only the permissions you specify apply — nothing is copied automatically
• Items with a lock icon have unique permissions
• Owners and Editors can see who has permissions — Readers cannot

Visual indicator:Folders and pages with unique permissions are marked with a lock icon in the list so you can quickly see which items have special settings.

Three permission levels

There are three permission levels in AmpliFlow:

Reader:

• Can view and open pages, folders and files
• Cannot edit or see permission settings
• For users who need information but should not change it

Editor:

• Can view, create and edit content
• Can see who has permissions
• Cannot change permission settings
• Suitable for users who actively work with the content

Owner:

• Can do everything an Editor can
• Can change permission settings
• Can delete content
• At least one owner is required for every item with unique permissions

How permission inheritance works

Permissions are inherited down the folder structure. If no one has changed the permissions on a folder, it inherits permissions from the "Pages" feature.

Example of inheritance:

• Feature: Pages (Team A is Owner, Team B is Editor)
  • Folder: Quality (inherits from Pages)
    • Folder: Procedures (inherits from Quality)
    • Page: Policy (inherits from Quality)

In this example Team A and Team B have the same permissions on all folders and pages because they inherit from the "Pages" feature.

When you set unique permissions on a folder or page, the new permissions are inherited downward to all subfolders and pages — until a subfolder or page itself has its own unique permissions.

Folders when no unique permissions have been configured

Set base permissions for the Pages feature

Before you start working with permissions on individual folders, set base permissions for the entire "Pages" feature.

1. Go to Permissions in the main menu (requires administrator rights)
2. Find the Pages feature in the list
3. Click Permission settings for Pages

Open Permission settings for the Pages feature

1. Add teams or users to the following roles:
   • Owner: Those who should be able to administer all content
   • Editor: Those who should be able to create and edit pages
   • Reader: Those who should only be able to read content
2. Click Save

Assign permissions to Readers

Tip: If no team or user has any permission for the "Pages" feature, no one will be able to see it in the navigation menu.

Configure unique permissions

When you need to restrict access to a specific folder or page, set unique permissions.

Open the permission settings

1. Go to Pages in the main menu
2. Find the folder, page or file you want to set permissions for
3. Click the ... (three dots) to the right of the item
4. Select Permission settings

Open Permission settings for a folder/page/file

Enable unique permissions

1. Click the Configure unique permissions button
2. A form opens where you can select teams and users for each permission level

Start configuring unique permissions for a folder/page/file

Choose permissions

1. Add at least one team or user as Owner (required)
2. Add teams or users as Editor (optional)
3. Add teams or users as Reader (optional)
4. Click Save (if you click "Cancel" none of your changes will be saved)

Choose which teams/users should have which permissions

Important: When you save, only the permissions you specified will apply. No permissions are copied automatically from the parent object. For example, if you only assign one team as Owner, only that team will have access to the folder. This gives you simple, full control.

Result

After you save you will see a lock icon on the item in the list. That means the item has unique permissions configured.

Lock icon showing that unique permissions have been configured

All subfolders and pages now inherit permissions from this item — unless they themselves have unique permissions configured.

Special case: Access without the parent folder

Sometimes you need to give someone access to a subfolder but not to the parent folder. AmpliFlow handles this automatically.

Example:

You have this folder structure:

• A (PersonY has access)
  • A1 (PersonY has access)
    • A1.1 (PersonY has access)
    • A1.2 (PersonY does NOT have access)
      • A1.3 (PersonY has access)

PersonY will then see the following structure:

• A
  • A1
    • A1.1
    • A1.3

Folder A1.3 is shown directly under A1 because PersonY does not have access to the intermediate level A1.2. The item is "promoted" to the nearest parent folder that PersonY can access.

Use cases:

• Give specific teams access to sensitive subfolders
• Create virtual views where different users see different folder structures
• Grant point-specific permissions without exposing the whole hierarchy

Best practices

Use teams instead of individual users:

• Assign permissions to teams, not to individual people
• When someone changes role or leaves, you only need to update the team membership
• You manage all permissions in one place

Keep the structure simple:

• Set permissions at as few levels as possible
• The more items with unique permissions, the harder it is to manage
• Plan your folder structure before you start setting permissions

Design the folder structure around permissions:

• Group content that should have the same permissions in the same folder
• Example: Put all HR documents in one folder, all quality documents in another
• That way you only need to set permissions at the folder level

Document the permissions structure:

• Write down which teams should have access to what
• Make it easier for future administrators to understand the setup
• Save the documentation as a page in AmpliFlow (with the right permissions!)

Review permissions regularly:

• Review who has access at least once a year
• Remove teams and users who no longer need access
• Ensure new teams get access to the right content

Frequently asked questions

Q: What happens if I remove all permissions from an item?A: If you remove all permissions including owners, only Administrators will be able to access the item.

Q: Can I copy permissions from one folder to another?A: No, there is no copy function. You must configure permissions manually on each item that needs unique permissions.

Q: How do I know what permissions I have?A: If you can see Permission settings when you click the ... menu you are either an Owner or Editor. If you can change the settings you are an Owner.

Q: What happens if I remove unique permissions?A: Remove all unique permissions and inheritance from the parent folder is restored automatically.

Q: Can I give different permissions to different pages in the same folder?A: Yes, you can set unique permissions on individual pages even if they are in the same folder.

Q: Are folders I don't have access to visible?A: No, you only see folders, pages and files you have at least Reader permission for.

Q: Is there an overview of all items with unique permissions?A: No, there is no such overview. Items with unique permissions are marked with a lock icon as you browse the folder structure.

Troubleshooting

Problem: I can't see the "Pages" feature in the menu

• Verify that you have at least Reader permission for the "Pages" feature
• Ask your administrator to grant you access via the permission settings

Problem: I can't see the "Permission settings" button

• Verify that you have at least Editor rights on the item
• Only Editors and Owners can see permission settings

Problem: I can see permissions but cannot change them

• You are an Editor, not an Owner
• Only Owners can change permission settings
• Ask an Owner to grant you Owner rights

Problem: A team doesn't get access even though I added them

• Verify that the people are actually members of the team
• Go to Teams and check the membership list

Problem: A folder appears in the "wrong" place in the structure

• This can be the special case where a subfolder has permissions but the parent folder does not
• The folder is "promoted" to the nearest parent folder you have access to
• This is intended behaviour, not a bug

Problem: The lock icon disappeared after I changed permissions

• Verify that you actually saved the changes
• Refresh the page and check again
• If the problem persists, contact support

Next steps

Now that you have mastered permissions management in AmpliFlow you can:

• Set up teams for different departments and roles
• Structure your document folders according to permission needs
• Create a document control process with the right access controls

Related guides:

• Guide: Team management in AmpliFlow
• Guide: Document control according to ISO standards
• KB article: How do I create a new team?

Need help?

If you have questions about permissions management in AmpliFlow:

• Support: support@ampliflow.se
• Web: www.ampliflow.se/support