File Security & Permissions

Control who can view, edit, and share files in your Verk workspace. File permissions ensure your team has the right access while keeping sensitive information secure.

Understanding File Permissions

Verk uses a flexible permission system that works at multiple levels:

Permission Levels:

• View: Read-only access to view and download files
• Comment: View and add comments on files
• Edit: Modify file properties, replace versions, move files
• Admin: Full control including sharing, permissions, and deletion

Inheritance Hierarchy: Files inherit permissions from their parent containers:

Organization → Project → Folder → File

Any permission granted at a higher level automatically applies to items below it.

Prerequisites

Required role: Admin or Member Required permissions: Edit access to the file or folder

Guests have limited permission capabilities and cannot modify organization-level settings.

Setting File Permissions

Individual File Permissions

Control access to specific files:

1. Locate the file in your file browser
2. Right-click the file and select "Manage Permissions"
3. Choose permission type:

• Private: Only you can access
• Project Members: All project members can access
• Custom: Select specific people and their access levels

4. Add users:

• Click "Add People"
• Search for team members by name or email
• Select their permission level (View, Comment, Edit)
• Click "Grant Access"

5. Review permissions in the permissions panel
6. Save changes

Folder Permissions

Apply permissions to all files in a folder:

1. Navigate to the folder you want to protect
2. Click the folder settings icon (gear icon)
3. Select "Permissions" from the menu
4. Configure access:

• Toggle "Inherit from parent" to use project permissions
• Or set custom permissions specific to this folder

5. Choose inheritance behavior:

• Apply to existing files: Update all current files
• Apply to new files: Only affect future uploads
• Both: Recommended for consistent security

Project-Level File Permissions

Set default permissions for all files in a project:

1. Open Project Settings → Files
2. Configure default permissions:

• File Upload: Who can upload files (All Members, Admins Only)
• File Visibility: Default visibility for new files
• Download Control: Allow or restrict downloads

3. Set folder creation rules:

• Auto-create folders for tasks
• Organize files by assignee or date
• Apply permission templates

4. Save settings

All new files uploaded to this project will use these defaults.

Advanced Permission Features

Permission Templates

Create reusable permission sets:

1. Navigate to Settings → File Permissions
2. Click "Create Template"
3. Define the template:

• Name: e.g., "Client Deliverables", "Internal Only"
• Default permissions: Set access levels for roles
• Restrictions: Disable download, printing, or sharing

4. Apply template to files or folders with one click

Common templates:

• Confidential: Admins only, no downloads
• Read-Only: View access for all, edit for admins
• Collaborative: Full access for project members
• Client Sharing: View and comment for external stakeholders

Time-Limited Access

Grant temporary access to files:

1. Open file permissions
2. Add user with appropriate access level
3. Toggle "Time-limited access"
4. Set expiration:

• Specific date and time
• Duration (hours, days, weeks)

5. Choose expiration behavior:

• Revoke access: Remove all permissions
• Downgrade to view: Maintain read-only access
• Send notification: Alert user before expiration

Access automatically adjusts at the specified time.

External Sharing Controls

Share files with people outside your organization:

Public Links:

1. Right-click file → "Get Shareable Link"
2. Configure link settings:

• Password protection: Require password to access
• Expiration date: Link becomes invalid after date
• View limit: Maximum number of views
• Download allowed: Toggle download capability

3. Copy and share the generated link

Email Invitations:

1. Open file permissions
2. Click "Invite External User"
3. Enter email address
4. Set permission level (typically View or Comment)
5. Add personal message (optional)
6. Send invitation

External users receive an email with secure access instructions.

Audit Logs

Track who accessed your files:

1. Right-click file → "View Activity"
2. Review access log:

• Who viewed, downloaded, or edited
• When access occurred
• IP address and location (Enterprise only)
• Permission changes

3. Filter by:

• Date range
• User
• Action type

4. Export logs for compliance or security reviews

Permission Use Cases

Use Case 1: Client Project Collaboration

Scenario: Share project files with clients while protecting internal documents.

Setup:

1. Create a "Client Shared" folder in the project
2. Set folder permissions:

• Internal team: Edit access
• Clients: View and Comment access
• Disable downloads for sensitive files

3. Move client-facing files to this folder
4. Share folder link with time-limited access
5. Enable email notifications for new comments

Benefits:

• Clients see only relevant files
• Internal discussions remain private
• Audit trail tracks client access
• Automatic cleanup when project ends

Use Case 2: Sensitive HR Documents

Scenario: Restrict payroll and personnel files to HR team only.

Setup:

1. Create "HR Confidential" folder
2. Apply "Admins Only" permission template
3. Add HR team members with Edit access
4. Disable:

• Downloads (force online viewing)
• Sharing (no external links)
• Printing (prevent physical copies)

5. Enable activity logging for all access

Benefits:

• Complete access control
• Compliance with privacy regulations
• Clear audit trail for security reviews

Use Case 3: Contractor Access

Scenario: Give freelance designer access to brand assets for 30 days.

Setup:

1. Invite contractor as Guest user
2. Share "Brand Assets" folder
3. Grant View and Download permissions
4. Set 30-day expiration on access
5. Restrict sharing capabilities

Benefits:

• Limited, temporary access
• No manual cleanup required
• Contractor can't accidentally delete files
• Access automatically revokes when complete

Use Case 4: Executive Dashboard Files

Scenario: Monthly reports viewed by leadership, edited by analytics team.

Setup:

1. Create "Executive Reports" folder
2. Set permissions:

• Executives: View access
• Analytics team: Edit access
• Department heads: Comment access

3. Enable version control
4. Disable downloads for all users
5. Add watermarks to files (Enterprise)

Benefits:

• Clear permission hierarchy
• Version tracking for compliance
• Prevent unauthorized distribution

Troubleshooting

User Can't Access Shared File

Check:

• User's role in the organization (Guests have limited access)
• File is in a project the user has access to
• Inheritance settings aren't blocking access
• User's email matches their account email

Fix:

1. Check file permissions panel for the user
2. Verify project membership
3. Re-send invitation if using external sharing
4. Check if time-limited access has expired

Permission Changes Not Taking Effect

Common causes:

• Browser cache showing old permissions
• Inheritance from parent folder overriding changes
• User has higher permissions from another source

Fix:

1. Refresh the page
2. Check parent folder and project permissions
3. Review permission inheritance chain
4. Clear browser cache if needed

Too Many Permission Levels

Problem: Different permissions across multiple levels create confusion.

Solution:

1. Audit current permission structure
2. Standardize using permission templates
3. Simplify inheritance where possible
4. Document permission strategy for team

External User Can't Access Link

Check:

• Link hasn't expired
• Email matches invited address exactly
• Password is correct (if required)
• User's email provider isn't blocking Verk emails

Fix:

1. Verify link is still valid
2. Resend invitation
3. Try different sharing method (direct email vs. link)
4. Check spam folders

Best Practices

Use Inheritance Wisely Set permissions at the highest appropriate level (project or folder) rather than individual files. This ensures consistency and easier management.

Default to Least Privilege Grant the minimum access needed. It's easier to add permissions later than to revoke overly broad access.

Regular Permission Audits Review file permissions quarterly:

• Remove access for departed team members
• Update permissions for role changes
• Clean up unused external shares
• Verify compliance with security policies

Document Your Permission Strategy Create a permission guide for your team:

• Standard permission templates for common scenarios
• When to use each access level
• External sharing policies
• Approval process for sensitive files

Use Permission Templates Create templates for recurring permission patterns. This ensures consistency and saves time on new projects.

Enable Activity Logging Always enable audit logs for sensitive files. This provides accountability and helps with security investigations.

Time-Limit External Access Always set expiration dates on external shares. Automatic cleanup reduces security risks.

Separate Sensitive Data Keep confidential files in dedicated folders with stricter permissions rather than mixing with general project files.

Train Your Team Ensure team members understand:

• Permission levels and their implications
• When to use external sharing vs. internal
• Security best practices for file handling
• How to request permission changes

Monitor Sharing Activity Review sharing reports regularly to catch:

• Excessive external sharing
• Unusual access patterns
• Files shared with expired permissions
• Compliance violations

Related Documentation

• File Organization - Organize files and folders
• File Upload & Sharing - Upload and share files
• Folder Management - Create and manage folders
• Organization Settings - Organization-wide settings
• Admin Controls - Advanced admin features
• Security & Compliance - Enterprise security features

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Need help with file permissions? Contact our support team for assistance.