Drive access is controlled by three permissions in the role editor. You grant them the same way as any other Luminous permission.
The three Drive permissions
| Permission (as shown in the role editor) | What it allows |
|---|---|
| View Drive | Browse, search, preview and download files in folders the person can open. Without it, the person has no Drive access. |
| Upload, Organize and Share in Drive | Upload files, create and rename folders, move items, tag items, share items and create links, and move items to Trash. |
| Manage Drive (restricted folders, trash) | Reach restricted folders, see and restore other people's Trash, and rename or delete tags for everyone. |
How they work together
- View Drive is the baseline. The Upload, Organize and Share permission does not replace it, so give both to anyone who needs to add or change files.
- Folders are open to everyone with View Drive until someone restricts them. After that, people need to be the creator or be shared on the folder. Editing inside a restricted folder also needs edit access on it.
- Sharing a folder or file never lifts anyone above their role. A person shared on an item as an editor still needs the Upload, Organize and Share permission to change it.
- Manage Drive opens restricted folders but not My Files. It lets a person see restricted folders they were not shared on. It never opens another person's private My Files area.
- Tags: anyone with Upload, Organize and Share can create tags and apply them. Only people with Manage Drive can rename or delete a tag. If someone without it tries, Drive tells them that only Drive managers can rename or delete tags.
- Trash: a person with Upload, Organize and Share sees and restores the items they trashed themselves. A person with Manage Drive sees everyone's trashed items.
- Order and record folders: the Sales Orders, Purchase Orders and similar system folders also follow the person's permission to view that record type. For example, someone without permission to view sales orders will not see the files Luminous filed from sales orders, even with Manage Drive.
To grant a permission
- Open the role editor and choose the role.
- Find the Drive permissions in the list.
- Turn on the ones the role needs. For most users, View Drive is enough. Add Upload, Organize and Share for people who add or organize files. Reserve Manage Drive for admins.
- Save the role.
For general steps on editing roles, see the existing article on managing user roles.