Protected Folders (BETA)

Users can now create “protected folders”--protected folders and the files in them are only viewable to users with access, which is given on the Team level.

Grant Protected Folders Access

By default, no users have access to protected folders. This access is managed at the team level. To navigate to Teams, click Main Menu > Setup > Member Access. Then, click the Teams tab and select the team where you’d like to manage protected folders access. 

For each user on the team, you can select either “Edit” or “Hidden” for protected folders. 

• A user with “Edit” access: can view protected folder and their files, and can take any available actions for those files 
• A user with “Hidden” access: cannot view protected folders or the files within them; they cannot view them anywhere in Filevine, including in reports and in documents searches.

Changes to a user’s “Protected Folders” access are applied on all existing and future projects the team is assigned to.

Protected Folders in the Customs Editor

Protected folders can be created as part of a project template’s folder structure. Click Main Menu > Advanced > Customs Editor, and then select a project template from the dropdown and click on the Folders tab. 

To add a protected folder to the project template structure, select Protected and then name and save the new folder. The access level of folders cannot be edited. Folders that are not protected cannot be made protected, and vice versa.

Any folder inside of a protected folder will also be marked as protected. If you attempt to create a folder inside of a protected folder, you will not be able to select Standard. 

Note: Please note that changes made to the project template folder structure apply to projects created going forward. Changes made on this page are not reflected in existing projects.

Protected Folders in the Project

In a project’s Docs section, protected folders are indicated with a star folder icon. Users with access can see and open protected folders. Users without access can neither see nor open them.

Create Folders in the Project

Users with access to projected folders can create a protected folder within a project. Click on the dropdown in the folders breadcrumbs, and select New Protected Folder. 

Protected folders can be created within either standard or protected folders. However, you cannot create a standard folder inside a protected folder; if you create a folder inside a standard folder, it must be a protected folder. 

Files in Fields

Files can be attached to file attachment fields, or created in DocGen widgets. For any field or widget that can contain files, if the file is moved to a protected folder, then the file will no longer appear in the field or widget for any users without access.

If one of multiple files has been moved to a protected folder, users without access will see messaging indicating so.

Move or Copy

Users with access to protected folders can move and copy files from standard folders to protected ones and vice versa. If a user moves or copies a file from a protected folder to a standard one, they will receive a message warning that they are increasing the visibility of the file. 

Auto-move cannot be configured with protected folders. 

Protected Folder Actions

Some actions can not be taken on files in protected folders. If an action is available, it will be grayed out and unclickable. Actions that are not available for files in protected folders include:

• bates stamping
• document combining
• AI Doc reviewing
• fax
• Vinesign signing
• “Note this”
• share links
• Sidebar AI