Access permissions control who can view, edit and manage content within an organisation. Permissions can be applied to the organisation’s top-level folder, individual folders or files, allowing access to be managed at different levels.

Permissions follow a cascading model and are inherited from parent folders, meaning access automatically applies to all files and subfolders they contain. This is known as inherited permissions and ensures consistent access across related content. Where additional access is required, permissions can also be applied directly to a folder or file.

How permissions are applied

Permissions are assigned in two ways:

• Inherited permissions are automatically passed down from a parent folder to all folders and files beneath it.
• Explicit permissions are applied directly to a folder or file. When they grant a higher level of access than an inherited permission, they take priority.

For example, if Viewer permission is assigned to a folder, all folders and files within it inherit Viewer access unless a higher permission has been applied directly.

Permission levels

Access permissions determine what actions members can perform within an organisation. Permissions can be assigned to the organisation’s top-level folder, individual folders or files.

Admin

Organisation Admins have full access to all folders and files within the organisation.

Admins can:

• Access all content
• Manage permissions across the organisation
• Recover access where required

Every organisation must have at least one Admin. This role is managed by VU.CITY and cannot be assigned or removed by users.

Owner

Owner permission provides full control over a specific folder or file.

Owners can:

• Edit content
• Upload and delete files
• Manage permissions
• Assign additional Owners

Multiple Owners can be assigned to the same folder or file.

Editor

Editor permission allows content to be modified while maintaining the existing ownership structure.

Editors can:

• Edit shared content
• Upload and manage files within folders they can edit
• Grant or change Viewer and Editor permissions

Editors cannot:

• Assign or remove Owners
• Manage organisation administrators

Viewer

Viewer permission provides read-only access to shared content.

Members can:

• View folders and files they have access to
• Open supported files

Members cannot:

• Edit content
• Upload files
• Manage permissions
• Export protected content from the 3D platform

Inherited and Explicit Permissions

Permissions are assigned using either inherited or explicit permissions. Understanding the difference between these permission types helps explain why members may have different access levels within the same folder structure.

Inherited permissions

Inherited permissions flow down from a parent folder and automatically apply to all subfolders and files within it. These permissions continue to apply to all subfolders and files unless a higher level of access is granted through an explicit permission.

A subfolder or file can, however, be granted a higher level of access through an explicit permission. Any explicit permissions applied to a folder will also be inherited by everything inside it.

Explicit permissions

Explicit permissions are assigned to a specific file or folder. Where an explicit permission grants a higher level of access than an inherited one, it takes precedence for the affected user - while leaving the inherited permissions in place.

When explicit permission is granted to a folder or file further down the folder structure, the folders leading to that content become Limited. This allows navigation to the shared content while protecting folders and information that have not been shared.

Shared folders from another organisation behave slightly differently. Only the organisation’s top-level folder and the shared folder are displayed. Intermediate folders remain hidden to prevent exposure of another organisation’s folder structure.

Highest permission applies

When both inherited and explicit permissions exist for a user, the higher of the two always takes effect. The highest permission available to a user always takes precedence, whether granted through inheritance or an explicit assignment.

File movement and permission inheritance

When a file is moved into a new folder, it automatically inherits the permissions of that folder. If the file already has an explicit permission that grants a higher level of access, this permission remains in effect after the move, preserving any elevated access that has been intentionally assigned.