Sharing Binder folders: who sees what

In the Binder you choose who sees what folder by folder. There are no permissions on single files: an item is seen by whoever can see the folder it is in. Moving an item to another folder changes who sees it: It takes on who can see the folder it moves to.

Office only to start

A new folder starts Office only: only owners and people with the Binder permission see it. That way an HR folder is never shown to everyone by accident. The tree marks an office-only folder with a padlock.

Share a folder

Choose the folder, then Share with… above its table, or Share with… in the folder's menu in the tree. You can also choose while creating a folder, under Who can see it. Pick one:

• Office only — Only people who manage the Binder.
• Same as parent folder — for a subfolder: whoever can see the folder it is in.
• Everyone — Everyone active in the workspace.
• A team — then choose the team. Teams are set on each person in Users.
• An access level — Field workers, Supervisors, Office admins, Owners or Custom access.
• A Smart Group — for example everyone who drives, or every contractor. See Smart groups.
• Chosen people — search for people and tick them.
• People sent to the work it's pinned to — see below.

Then choose Save.

The people count

While you choose, the foot of the dialog counts who your choice reaches, such as Reaches 22 people, before anything is saved. Afterwards the line under the folder's name says the same: Shared with Drivers · 22 people, or Office only · people who manage the Binder.

Subfolders only narrow

You see a subfolder when you can see the folder it is in and you match the subfolder's own setting. So:

• a subfolder shared with the Drivers team, inside a folder shared with Everyone, is seen by drivers only;
• a subfolder shared with Everyone, inside a folder shared with Drivers, is still seen by drivers only.

You can narrow a subfolder, but you can never widen it beyond the folder above: A subfolder can only narrow what its parent folder allows. The count in the dialog already allows for that.

Sharing keeps up with your people

Who sees a folder is worked out each time somebody opens the Binder, not fixed when you share it. Somebody who joins the Drivers team next month sees the folder straight away, and is asked to confirm the must-read documents in it that were published before they arrived. Somebody who leaves the team stops seeing it. This is different from an Update, whose audience is fixed when it is sent.

People sent to the work

People sent to the work it's pinned to shares each item in the folder with the people who have a published assignment on a job whose site, client, contract or workstream the item is pinned to. They see the item from when their assignment is published until seven days after the work ends; then it drops out of their Binder. The folder shows to them whenever something in it does. The count reads Reaches 3 people sent to that work now.

It is decided item by item, so one folder can hold the safety plans for every site, and each person sees only the plans for the sites they are sent to. Pin the items as described in The Binder on the job.

A pin to a vehicle or an asset reaches nobody through this setting, because a job does not name a vehicle or an asset. Those documents are read on the vehicle's or asset's own record.

Who is asked to read

Owners and people with the Binder permission can open everything, because they look after it. But a must-read is only for the people its folder is shared with. Only they are asked to confirm, reminded, counted in the read report and told when you tick Tell people. An office admin is not chased for the drivers' handbook just because they can open it.

Archiving a folder

Archive in the folder's menu hides the folder and everything in it from everyone, and nobody is asked to read what is in it. Nothing is deleted. The box icon above the tree (Show archived folders) lists archived folders again, each with Restore in its menu.