This article describes how to manage permission for public folders.

Permissions for top-level public folders

Granting permissions

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 HostPilotĀ® Control Panel.

  1. 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.
  2. Open the Client Permissions tab.
  3. 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.

    Add users to Access List

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).

Important: The default view of the Public Folder can be only changed by a user with Owner permissions.

Removing permissions

In order to revoke access from the top-level folder, check the box next to the user name and click Delete Selected:

Delete Selected

Note: this will revoke permissions only from the top-level folder. Read the Removing permissions for subfolders section for further instructions.

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Permissions for subfolders of the top-level public folders

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.

Granting permissions

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.

  1. 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
  2. Open the Client Permissions tab. 
  3. Set the desired permissions on the top-level folder.
  4. Select the Propagate permissions to subfolders for ALL users in Access List box.
  5. Click Save Changes.

Propagate permissions to subfolders

Note: to grant permissions to a large number of users:

  1. Add users to a Distribution List under Services > Distribution Lists
  2. 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.

Removing permissions

To remove permissions from all subfolders:

  1. 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):
    Delete Selected
  2.  

    Check both Propagate permissions to subfolders for ALL users in Access List and Remove permissions for all users not in the access list boxes without changing any other permission levels and click Save Changes.
    Remove permissions

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).

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