Protected Policies
Optional Feature – this will only be available if it has been activated in your library.
Protected folders are created to store documents that can only be viewed by specific people.
To see existing protected folders
1. Navigate to the SmartDMS library.
2. Select Folder View
3. The library will now display any folders that you have permission to view.
How to tell who has Edit or View permission
1. Right click over the folder and select Manage Access.
2. View current permissions in both the People & Groups tabs of the window.
To add a new folder
1. Go to the library and select Show Folders view.
2. Click New on the Ribbon and select Folder.
3. Give the folder a name and click Create.
4. Once created it is important that you Publish the folder.
a. Select the folder
b. Click Approve/Reject from the ribbon. It may be hidden in the overflow menu (…)
c. Click Approve in the Approve/Reject window
d. Click OK.
e. The folder should now be published.
NOTE: If you cannot see the Approve/Reject button on the ribbon you will need to get Custom365 to approve the folder.
5. If this new folder is connected to a Category do the following:
a. Navigate to Admin/Manage Categories
b. Click Edit in Grid View
c. Navigate to the required category and add the name of the new folder to the MappedPDFFolder column.
Note: the spelling must be exactly the same as the folder.
Adding users to the folder permissions
Only Custom365 & your Internal Administrator can make changes to these folders.
1. Right click over the folder and select Manage Access.
2. Check current permissions in both the People & Groups tabs of the window and remove any users who should not have access. You will most likely want to remove the organisations all user group, and Editors groups from the permissions. You should keep the Administrator access there.
3. Now you can add your required users/groups to the Folder permissions.
a. Click the 
in the top right corner.
b. Complete the Grant Access form, adding the email address of the individual being granted access and a message.
4. IMPORTANT:
§ Only grant Read only access to the user. This is done by clicking on the pencil to the right of the user’s name.
§ Grant Edit access to users being given Owner permissions in this library.
Moving Files between Folders
If your library has PDF’s – Every Word file has an associated PDF. If you move the Word File into a new folder, you will need to move the PDF into its associated PDF folder.