Document Management: What are Read-Only Folders & Document Shortcuts?

Any user that has Publisher or higher permissions are able to check-out and modify any document or file in any Cabinet / Folder they have access to. In some cases you may want to restrict it so that particularly sensitive documents (like company policy documents or templates) can only be copied and not checked out and modified by these users. There are 2 ways to achieve this.

1. Read Only Folders – Read only folders ensure that only the folder owner and library administrators are able to modify documents in this folder despite the permissions of the users accessing the folder. This means that if 4 other users (aside from the folder owner) are members of the folder and have Publisher rights (which would normally allow them to check in/out documents) they will be restricted from being able to modify the contents of the folder.
   
   A folder can be set to be a read only folder from the Folder properties page of a folder accessible from the contextual menu associated with the folder. Once in the folder properties page click the check box to the right of the Read Only Folder. Folders can only be set as read only by the folder owner. Folders set as read only will appear with a red dot in the library tree (see below).
   
   
   
   
2. Document Short Cuts – Users who are members of a FileHold group with Publisher or Administrator role membership permissions can create a short cut between several folders that they have access to. A short cut is similar to a windows short cut and can be placed in a folder other than the original document in its original folder. A marketing brochure could be linked to Sales Folder, Engineering Folder and Customer Service Folder – keeping one copy of a document but sharing it in multiple locations.

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