Proper permissions ensure the right people have access to the right files – no more, no less. Setting up team permissions correctly from the start prevents security issues and confusion down the line.

Understanding Permission Levels

Common Permission Types

Owner/Admin – Full control including deletion and permission management
Editor – Can upload, modify, and delete files within their access
Contributor – Can upload and modify, but not delete
Viewer – Read-only access, can download but not change

Scope of Permissions

Permissions can apply at different levels:

Organization-wide – Access to everything
Folder-specific – Access to particular folders only
File-specific – Access to individual files

Setting Up Permissions

Step 1: Define Roles

Before setting permissions, define roles in your organization:

Who needs to manage the system? (Admins)
Who creates and edits content? (Editors)
Who only needs to view? (Viewers)
External parties? (Limited access)

Step 2: Create Folder Structure

Organize folders to match permission needs:

Company Files/
├── Public/ (all employees)
├── Projects/ (project teams)
├── Finance/ (finance team only)
├── HR/ (HR team only)
└── Executive/ (leadership only)

Step 3: Assign Permissions

In GetShared team settings:

Create or select folder
Open sharing/permissions settings
Add team members or groups
Set appropriate permission level
Save changes

Permission Best Practices

Principle of Least Privilege

Give users minimum access needed for their role. It's easier to grant additional access than to recover from over-sharing.

Use Groups

Instead of assigning individual permissions, create groups (Marketing, Engineering, etc.) and assign permissions to groups. This makes management easier.

Regular Reviews

Review permissions quarterly:

Remove access for departed employees
Adjust for role changes
Verify folder access is still appropriate

Document Your Structure

Maintain documentation of:

What folders exist
Who has access to what
Why certain access is granted

Common Mistakes

Starting with everyone as admin – Creates security risk
Ignoring departed employees – Access remains active
Over-complicating – Too many folders and levels
Not documenting – No one knows why permissions are set as they are

External Sharing

For sharing outside your team:

Conclusion

Effective permission management:

Follows least privilege principle
Uses groups for easier management
Gets reviewed regularly
Is documented clearly

How to Set Up Team File Sharing Permissions