Creating & managing a restricted Profile folder in Simployer One

What do I need before creating a restricted Profile folder in Simployer One? 

You need Write access to the employee’s Profile folder. The Owner, Admin, and the employee’s direct Manager can add documents to the Profile folder. 

By default, a Profile folder grants Write and Read access to the Owner, Admin, Manager, and employee. You must remove any access that should not apply. 

Important: Set the folder permissions before uploading sensitive documents. Documents uploaded inside the folder receive the folder’s current permissions.

How do I create a restricted Profile folder in Simployer One? 

1. Select Employees in the main menu.
2. Open the relevant employee profile.
3. Select the Profile folder tab.
4. Select the folder icon with a plus sign to create a folder.
5. Enter the folder name and select Save.
6. Under Write access, select Inherited from parent folder.
7. Remove Write access from every role, employee, department, office, or employment type that should not manage the folder.
8. Under Read access, select Inherited from parent folder.
9. Add or keep Read access only for the people and scopes that should be able to open the folder.
10. Select Save.

Important: Configure Write access before Read access. Write access includes Read access, so Read access cannot be removed while Write access remains.

How do I upload documents to the restricted Profile folder in Simployer One?

1. Open the restricted folder before uploading the document. 
2. Select the plus sign. 
3. Choose the file from your device and complete the upload. 
4. Open the document’s access settings and confirm that the intended Write and Read access has been applied.

The document receives the folder’s current permissions because it was uploaded inside the restricted folder. 

Important: Do not upload the document outside the folder and move it afterward. A moved document keeps its original permissions instead of adopting the destination folder’s permissions.

How do I add a link to a restricted Profile folder in Simployer One?

1. Open the restricted Profile folder. 
2. Select the hyperlink icon. 
3. Add the link details. 
4. Select Save. 
5. Review the link’s Write and Read access. 

Links follow the same access rules as uploaded documents. 

What happens when I change the restricted folder later? 

Future changes to the parent folder do not update the permissions of documents, links, or subfolders that already exist inside it. 

After changing the restricted folder’s access, review each existing item and update it separately when the same change should apply. 

Tip: Treat the folder permissions as the starting settings for new content, not as a permanent permission sync for existing content. 

What is the expected result of a restricted Profile folder? 

Only the selected people and scopes can open the restricted Profile folder. People with Read access can open and download its content. People with Write access can also change access, move or delete content, and set expiration dates.