Shared folders: assignment, store, objects and invitation
The saving paths of folders, the sync flags, the per-user access window, store and object links, the common object picker, bulk store assignment and the manual login e-mail.
The Folders module manages storage folders and virtual shared folders. The shared folder holds only the access period; data room functions are granted to the user in the permission system. The three layers of the data room right: a live assignment within its time window, an assigned function, and the NDA lock.
Data model
Table names carry the installation's own prefix in the database.
| Table | Role | Main fields |
|---|---|---|
doc_share | shared folder | company_client_id, parent_id, nda_required, status |
doc_share_user | assignment | doc_share_id, user_id, date_start, date_expire, source (manual, contract, registration), source_ref; the functions column remains but nothing uses it |
doc_share_to_store | folder ↔ store (0 = default) | doc_share_id, store_id |
doc_share_object | folder ↔ module object | object_type, object_id |
user_feature | per-user data room functions | functions of document/dataroom with their own validity |
Owning models: the shared folder model (addShare, setShareClient, setShareNdaRequired, addShareUser, removeShareUser, syncShareObjects, saveShareStores, getActiveUsersForStore …), the storage folder model and the document model (default store).
Saving paths
- New folder:
canSave(addoredit), and on the shared branch the shared foldereditright too. Name required and unique; creation, then NDA flag, users with start and expiry, objects per type, stores (if the form sends none, the default store, otherwise the base store 0). A storage folder requires a client company within scope. - Editing a shared folder: rename with uniqueness check, parent, client (0 = none), and only with the matching sync flag the NDA flag, web links, stores, users (add new, remove missing, start and expiry) and objects. The sync flags prevent an old form without these fields from silently deleting data.
- When a new user is assigned: a timeline event (
access_granted) and a log line; no e-mail is sent automatically. - Saving removes users left out regardless of their source.
Common object picker
- An embedded component; the type selector offers only types whose owning module the user has
liston. Data room types: property and product (old service links remain but are not shown on the form); hidden on storage folders. - Search: the owning module's existing list method, active master records only, at most 8 hits; without the right "Warning: You do not have permission to search this object type!". The property search is not narrowed by content right; for invoices, contracts and companies the allowed company scope applies.
- Hidden fields: the object IDs per type and the list of offered types to sync on saving. It has no table of its own.
Stores and bulk assignment
The portal shows only folders assigned to the current store. The default store is set on the Documents tab of the system's module settings. The bulk store button in the list header adds or removes stores on the selected shared folders: one item needs the shared folder edit right, several need the bulk edit right plus the Folders modify right; only existing stores, only non-deleted folders in scope. Response: counts of updated and skipped items.
Manual login e-mail
With user/user invite: if the user has data room folders, one e-mail lists the folders valid today with the link of each folder's store, an activation link for accounts not yet activated, in the recipient's language, through the client's mail channel, using the mail module template (module: Folders, event: room_access). Without a valid folder an error message is returned; users without folders receive the old portal invitation.
Permissions
- Function rights:
list,edit(saving:addoredit),delete,download,issue,debug; for shared folders also the shared foldereditanddeleterights; per object type the type'slistright; data room functions on thedocument/dataroompath. - Content scope: for storage folders the client company must be allowed; with a client filter active, shared folders are not listed (the stricter behaviour).
Known limitations
The help text of the user assignment says an e-mail is sent when a folder is added, but since 31 Oct 2026 there is no automatic e-mail. The help text of the object picker mentions only properties, although products can also be chosen.