How to configure folder access for
different user groups

In this tutorial, you will learn how to configure folder permissions.You can grant special permissions to a group of users to share a file on your network. Each user can have their own unique permission. This helps you manage who can access what throughout all your data.

This is a simple way to create a folder structure with different permissions in each folder and subfolder. We recommend to store data in another drive than where your OS is installed. This way, your C: drive can be hidden and then users can only access the drive where data is stored, i.e. D:Folder1 and modify its permissions as shown in this document.

Permissions

Management: Full permissions in all folders
Finance: Modify permissions in Folder A, no access in folders B and C
Accounting: Read only access in Folder A, Modify permissions in Folder B
IT: Read only permissions in Folder A, Folder B and Modify permissions in Folder C

Permissions will be configured as follow:

STEP 1

Create Folder 1 in desired drive and edit NTFS permissions by right clicking over the new folder and select properties, then click security tab.

These are the default permissions in Folder 1 (This might change depending on server settings)

STEP 2

In order to modify the default permissions, we need to click Edit button and remove the desired group or username, in this case we will remove CREATOR OWNER and Users groups.

Select the first one and then click remove, a security message is displayed because Folder 1 is inheriting permissions from C:, we’ll remove this inheritance so we can modify permissions in this folder.

STEP 3

In the security tab, click advanced

STEP 4

Then click Disable inheritance button.

STEP 5

In the Block Inheritance box select Convert inherited permissions into explicit permissions on this object. Then click Apply and OK to return to the folder security tab.

STEP 6

Folder 1 is now ready to be modified to allow only the permissions we need. In Folder 1 security tab click Edit in order to remove all groups except for System and Administrators group. Select each group and then click Remove

At the end we’ll have permissions as follow:

STEP 7

Since Management group must have full access to all folders, the first step is to create a new group:
Right click the Windows Start menu and select Computer Management.

STEP 8

Then expand Local Users and Groups, select Groups

STEP 9

Right click over Groups and select New Group.

STEP 10

Complete the form and then click Create to create the group. Repeat to create more groups as desired.

The group(s) will be listed and can be used to assign permissions in folders security tab.

STEP 11

In the Folder 1 security tab, click Add… button and type management, click Check Names button in order to search for security group, once validated click OK and select the desired permissions to be assigned to this group.

STEP 12

In the security tab you should see group Management with full access in Folder 1 folder. This can be confirmed in the advanced options, in the security tab click advanced to display the current permissions in Folder 1

The Management group has full control in This folder, subfolder and files (Folder1). From this view we’ll proceed to grant permissions to the rest of the groups. Finance, Accounting and IT groups need read only access in Folder 1, so they can see its content. In this same window click Add button to start adding groups.

STEP 13

Stay in the same window and click Add to start adding groups.

STEP 14

Click Select a principal and type IT. Click on check names and then OK.

In the Basic Permissions, do not modify any setting and in Applies to, select this folder only. This way the selected group will have read only access to Folder 1, however Management group will have full control.

STEP 15

After adding all groups permissions, we should have something like this:

In the subfolder structure we should modify permissions accordingly and create as many sub folders as needed.

This is how Folder A should see, indicating that Finance has modify access (Create and delete folders and files), Management group will have full control, Accounting and IT will have read only access

Accounting: Read only access in Folder A, Modify permissions in Folder B

IT: Read only permissions in Folder A and Folder B, and Modify permissions in Folder C

STEP 16

Once the folder structure has been created please add users to respective group, so from computer management, expand Local Users and Groups, select groups and in the right pane look for the group that user will be made member of. Right click over the group and select, properties, click add and search for the username, click Check Names, then OK and user will have rights over the folder that group has access to.

Permissions can be modified to achieve each client’s needs, however this is a base where we can start and plan ahead or adjust permissions as needed.

Note: All users must be created from V2 Cloud dashboard, once created from there they can be added to groups as needed.