In this section, any content item that is included in a workspace or list will be referred to as a document for simplicity and clarity. A content item can be a report, document, or any object that will be supported within Content Management at a later time.
Users and Groups who were already granted access to the workspace where the document is located do not need to be given specific access to the document. All users and groups who have access to the workspace will inherit access to all collections, lists, and documents (i.e. content items) that currently exist in the workspace. Being members of the workspace, they will also automatically receive access to any new collections, lists, and documents that are added to the workspace at a later date. As long as access is granted to the workspace, users and groups will be able to access collections, lists, and documents (i.e. content items) within the workspace.
Similar to lists, specific, individual access to a document can be granted to users or groups who do not have access to the workspace. For example, if there is content in the workspace that is not intended for all users, then typically, lists (and collections) can be created. Those users or groups who are not granted access to the workspace, can be given access to a list or even an individual document. Those users or groups will receive only specific access to only that list and the content items included within the list or only the specific, individual document, if sharing is done at the individual document level.
Recommendation & Best Practice Tip
It is recommended that individual access to documents be done through access to lists instead. This makes it easier to manage users, share content with users, and manage permission levels (editor or viewer) to documents.
