Introduction

Managing access rights to documents is a key part of maintaining confidentiality and control within any organisation.

uKnowva HRMS allows administrators to assign folder-level accessibility based on user groups, ensuring that sensitive files are only visible to relevant team members.

Whether it's department-specific resources or confidential HR files, you can limit folder visibility to selected user groups by adjusting folder permissions directly from the Document Repository.

This guide walks you through the process of restricting folder access for different user groups using the document repository module in uKnowva HRMS.

Step 1: Navigate to the Document Repository

To begin, go to the top navigation bar of your uKnowva HRMS instance and click on the folder icon.

This will take you to the Document Repository, which displays all existing folders and subfolders available in your instance.

Each of these folders can contain documents accessible to users, depending on how access rights have been set.

Once you're on the repository page, locate the folder for which you want to manage access permissions.

Step 2: Edit Folder Permissions for User Groups

After identifying the appropriate folder, to edit the accessibility, click on the pen icon to open the folder settings.

A pop-up will appear on the screen, giving you access to several configuration fields related to that folder. Among these, locate the field labeled Accessible To.

In this field, begin typing the name of the user group you want to grant access to. The system will suggest existing user groups based on your input.

Select the desired group(s) from the list to include them in the folder's accessibility list. You can assign access to multiple user groups if necessary, depending on your internal visibility and compliance needs.

If you haven’t created the user group yet or want to manage existing groups, you can easily do so by following this guide: How to Create User Group of Employees in uKnowva.

This tutorial will help you define specific roles and groupings to better manage folder-level permissions across departments or roles.

Once you’ve added all relevant user groups in the Accessible To field, click the Submit button to save your changes.

The folder will now only be accessible to users who belong to the selected groups. Any users outside of those groups will no longer be able to view or access the contents of that folder.

Conclusion

That’s it!

You’ve now successfully restricted folder accessibility rights for different user groups in uKnowva HRMS.

By following this process, you ensure that your organization’s documents remain secure and visible only to the right audience.

This level of access control supports better compliance, streamlined collaboration, and greater data protection across departments.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..