You cannot use Outlook to set permissions for a top-level public folder and have these permissions propagated down to all subfolders. However, you can accomplish this from HostPilot® Control Panel.
- Log in to HostPilot, navigate to Services > Public Folders and click on the name of the public folder you would like to modify permissions on.
- Open the Client Permissions tab.
- In the Access List section, check the boxes next to the users or groups you are changing permissions for and set the desired permissions on the top-level folder.
Read the Knowledge Base article on What do the Outlook permission levels mean? for more information about permission levels (public folder permissions are the same as Outlook permissions).
Note: due to our security policy, you cannot set Owner permissions on top-level public folders. This means that propagating/resetting Owner permissions will work for subfolders only; permissions for the top-level folder will be set to the highest level allowed (Publishing Editor).
In order to revoke access from the top-level folder, check the box next to the user name and click Delete Selected:
Note: this will revoke permissions only from the top-level folder. Read the Removing permissions for subfolders section for further instructions.
Permissions to public subfolders can be managed via HostPilot or using Outlook client:
- in HostPilot, permissions can be propagated to match those on the top-level folder
- in Outlook, unique (custom) permissions can be set / removed by the user who has Publishing Editor permissions for the top-level folder or Owner permissions to the subfolder by right-clicking the subfolder and navigating to the Properties > Permissions tab.
- by default, Owner permissions are granted to the user who created the subfolder. Each user who has permissions to create items in the parent folder, can create a subfolder
- only the Owner can delete subfolders created by other users.
You can propagate permissions set for the top-level public folder to all its subfolders.
Note: this operation will remove any custom permissions that have been set on the subfolder, including the Owner permissions. The permissions will be set to match those on the top-level folder.
- Log in to HostPilot, navigate to Services > Public Folders and click on the name of the public folder you would like to modify permissions on
- Open the Client Permissions tab.
- Set the desired permissions on the top-level folder.
- Select the Propagate permissions to subfolders for ALL users in Access List box.
- Click Save Changes.
Note: to grant permissions to a large number of users:
- Add users to a Distribution List under Services > Distribution Lists
- Grant permissions to the Distribution List
This will significantly decrease propagation time. In the future, users should be added as members of the Distribution List rather than granted permissions individually. A separate Distribution List should be created for different access levels.
To remove permissions from all subfolders:
- Remove permissions to the top-level folder for the user by deleting them from Access List (check the box next to ther user name and click Delete Selected):
Read the Knowledge Base article on What do the Outlook permission levels mean? for more information about permissions levels (Outlook permission levels are the same as the public folder permission levels you see in HostPilot).
Read the Knowledge Base article on Propagation periods for the changes made in HostPilot for more information about propagation periods for public folder permissions (changes made in HostPilot may take some time to propagate).