Folders are protected by the access permissions. You assign permissions on a folder and on the folder content to a certain GN4 group or user.

Important: when you create a folder, no permission is assigned to it at all, unless you do it manually. This means that to a new folder without permissions, only Administrators (to be more precise: the users that have the Default permission granted, either personally or via group membership) will be able to access, and nobody else.

Recommended permissions on private folders

Typically, all users should have all the permissions on their own private folders, and the Send to permission preset on private folders of other users. The best approach is to use the Everyone group to grant the limited access rights to all private folders, and the user himself to grant all the permissions on his own folder.

Assuming that a copy goes from a private folder to the editing folder and then to subbing folder or on hold folder, and then to pagination, all the users have to be able to send content to the next or to the previous step, but not to skip steps.

Recommended permissions for reporters

Reporters write and edit text in the private folders. While the text is in the private folder, its status is considered as 'not ready'. Only when the text is finished, the reporter sends it to an appropriate folder of the copy desk or any other desk where the GN4 users has the Send to permission preset granted. Furthermore, reporters should have the Send to permission preset on the pool and the editing folders of their desks, but no permissions on the folders of desks subs, pagination and hold.

Recommended permissions for editors

Editors should have all the permissions on the editing folders of their own desks, then they should have the Send To permission preset on the folders of other desks, and on subbing folders. While a text is in an editing folder, its status is considered as 'not yet ready'. Only when the text is finished, it is sent to an appropriate folder of the desk where the GN4 users has the Send To permission preset granted.

Recommended permissions for subs

Subs should have all the permissions on the subbing folders of their own desks, then they should have the Send To permission preset on the folders of other desks, and on the subbing folders of other desks. While a text is in an subbing folder, its status is considered as 'not yet ready'. Only when the text is finished, it is sent to an appropriate folder of the pagination desk. While a text is in an pagination folder, its status is considered as 'ready'. From here, the text is typically not send further, except in case that is has to be re-edited, then it is sent back.

Administrators are supposed to have all the permissions on all the folders.

See also

Edit folder permissions