We want to provide a consistent folder structure across the company, but don’t want to provide full access to their contents.
- Yes, I want my team to have a globally consistent list of taggable folders such as individual departments, but no, I don’t want them to have access to each others’ work without consent
- Yes, I want my team to have standard “Getting Things Done” folders, but no, I don’t want my Users to see anything but their own work or what's been shared with them
To do this currently, I have to ask a User to duplicate a Template Folder – this is clunky, screams ‘workaround’, and isn’t an ask I want to make of New Users or people weaker with technology in particular. Most New Users I have shown the Template Folder, have mucked about with the Template Folders themselves, forgetting to duplicate them, and I’ve had to reverse their work.
Here's my suggestion.
- Add a new Sharing Option: Skeleton Sharing. Skeleton Sharing will simply share a Folder Structure, but not the Folder’s contents (i.e. no Projects, Tasks, or Subfolders contained within)
- Add a new Skeleton Sharing Permission Set for ‘Limited’. This would prevent changes from being made to the Folder for Users with this Permission Set. As with standard Sharing (which I’ll refer to as Content Sharing), at least one User must have Full Access to the Folder
- Any Subfolders, Projects, or Tasks of a Skeleton Shared Parent Folder must be Content Shared to provide access
- Shared Contents within a Folder will appear top-level if the Parent Folder hasn’t had either its Skeleton or Content Shared, and will appear within the Parent Folder if the Parent Folder has had its Skeleton/Content Shared
- Content Sharing trumps Skeleton Sharing – if a Parent Folder has both enabled, the Content Sharing would govern for the Folder and its Contents