Sharing Folder Structure - without Inherited Sharing
Hi - We are enterprise users trying to set up a folder structure template using the function to turn off inherited sharing, and we're having challenges. I turned off inherited sharing for a parent folder, and then shared the parent folder with someone, thinking that I would be sharing just the parent and none of the subfolders. However, it shares everything with that person, so I'm not sure exactly what the inherited sharing is doing in this case.
We need a way to share a basic folder structure with people, but control which subfolders they have access to. Also, in the case that we want someone to have the parent folder but not all the subfolders, would they have to create their own private versions of the same subfolders?
Also, I am the person in the company responsible for wrike (therefore I also create the folder structure), but I don't need to have access to confidential finance and HR folders. How should we handle setting up the folder structure in this case??
See our example folder structure below:
Hi Mand, I actually love talking about setting up Folder structures, so excited that that's the stage you're at right now.
In terms of turning off inherited sharing, I think an example might be easier, so listing one below:
In the case above, inherited sharing is turned off for our "Pie" Folder. This means: 1) If you share "Dessert" with someone, "Pie" won't be automatically shared with them, but "Cake" will 2) If you share "Pie" with someone, all of Pie's Subfolder's are also automatically be shared with them, because Pie's Subfolders still have inherited sharing turned on. Essentially, if you don't want a Subfolder to be automatically shared with someone, then you need to turn inherited sharing off for that Subfolder.
We definitely don't want people to have to create their own versions of Folders, if you want to share a parent Folder with someone without sharing the Subfolders, you just need to turn off inherited sharing on the Subfolders. Like this:
In terms of setting up the Folder structure for HR, you can set up the Folder structure for them, share the appropriate Folders with them, and then unshare the Folders from yourself.
Like I said, I enjoy talking about Folder set-up so definitely let me know if you have any questions!
Hi Stephanie, I can’t speak for the original poster, but we’re prospective clients feeling similarly.
To me, your answer read as a workaround. All we want to do is have consistent tagging structures at our company without explicitly sharing content itself. If I were looking for a name for this feature, I would call it “Folder Structure Sharing”. The idea would be that you’ve provided access to people to use the folders to properly house Projects and Tasks, yet unlike the typical Inherited Sharing policies, you haven’t actually shared any Projects or Tasks. Does this make sense?
WIth this feature, I could just make the corporate folder structure, “Share Folder Structure” for those tag folders and their sub-folders with All Users, and go on my way. If a User has a folder itself Shared with them, they’d see the contents as per usual, but if they only have its structure shared, they’d only see new subfolders.
Hi Ben, welcome to Wrike!
You're correct, Stephanie's post outlines just one way of working with a Folder set up. Different teams want to work with Folders in different ways so the sharing structure is built in a way that allows specific customization and sharing from the ground up.
I really like your idea though of having a tagging system linked with sharing. If I understand the idea correctly, you would like to set up a sort of 'skeleton' structure. This would give everyone the same Folder tree layout without sharing items contained with them. Only if a Folder is directly shared will a person see what's in the Folder.
The best place to continue this discussion is in our Product Feedback section. This way other members can vote and discuss the idea and our Product Team will be able to see it too 👍
Thanks Stephen,
That's precisely what I'm suggesting. There was already a post in the Product Feedback section which I responded to - but it would seem that either my explanation or the idea isn't picking up traction with others the way I hoped it would. Oh well! Hopefully your team responds not exclusively to the highest-voted ideas. I really feel that this would be a massive way to simplify the on-boarding process for new Users, and make the platform more usable for the veteran Users too.
Cheers,
Ben
Thanks Stephanie, Ben and Stephen, I was looking for something along the lines of what Ben suggested as well.
Rest assured our team is frequently reviewing posts in our Feedback section Ben. They do give special attention to high vote suggestions - its only fair 🤓 But when developing any new feature, they will look at what is being asked for from that feature on the Community.
Some of the best releases gained huge value and progress from information shared from members posts here, (big and smaller threads!). Plus, give it time, it may pick up votes 🙌
Happy posting!