Ensure that everyone in your Workspace has the right level of access. Instead of setting individual user permissions, set user permissions for individual Spaces, Folders, and Lists.
Availability
This feature is being gradually released to all Workspaces.
All paid plans can set permissions on individual Folders and Lists.
Enterprise Plans can set permissions on individual Spaces, Folders, and Lists.
Space, Folder, and List default permissions
The default user permission for Spaces, Folders, and Lists is full edit. This means that, by default, all members, admins, and the Workspace owner have full permissions to all public Spaces, Folders, and Lists.
All other user roles must be invited to the location to access it. If the role is permission controlled, the permission defaults to Full edit. You can restrict permissions for these users by giving them edit, comment, or view only permission.
People must be invited to private locations, regardless of user role.
Learn how permissions work and are applied.
Set a new default permission for individual locations
This setting will apply only to new people invited to the location. People with access to the location before a default location permission is set will retain their permission rather than inheriting the location permission.
Instead of changing permissions per user, you can set a new default permission for individual Spaces, Folders, and Lists.
To set a default permission, you must be an admin, the location's creator, or have full edit permission to the location.
To set a new default permission for a location:
- Open the Space, Folder, or List.
- In the Sidebar next to the location, click the ellipsis ... menu.
- Select Sharing & Permissions.
- In the Share modal to the right of Default permission, select edit, comment, or view only from the dropdown.
How are location permissions applied?
Default location permissions are applied from the highest level of the Hierarchy down and to the items within those locations.
This table details how default location permissions are applied:
| Location where the permission is set | Sub-locations where the permission is also applied | Items where the permission is also applied | Permission settings that override the location permission |
| Space |
These locations in the Space: Folders Lists tasks
|
The items in the locations and sub-locations: Chats Dashboards Docs Forms Goals and Goal Folders Whiteboards |
People's individual or Team permissions to the location, sub-locations, and items.
|
| Folder |
These locations in the Folder: Lists tasks |
The items in the locations and sub-locations: Chats Dashboards Docs Forms Goals and Goal Folders Whiteboards |
People's individual or Team permissions to the location, sub-locations, and items. |
| List |
These locations in the List: tasks |
The items in the locations and sub-locations: Chats Dashboards Docs Forms Whiteboards |
People's individual or Team permissions to the location, sub-locations, and items. |
| Task | None |
The items attached to the task: Dashboards Docs Forms Whiteboards |
People's individual or Team permissions to the location and items. |
Override the default location permission for individual users
You can override the default location permission at any point.
For example, List A has the default permission of comment for the entire team except the project manager. The project manager is responsible for updating the tasks in List A, so they are given full edit permissions to the List.
Learn more about assigning permissions for specific items and locations.