Document and folder permissions
This article describes the permission levels, folder access types and default access rules that govern who can see and act on documents and folders in TaxDome. Document access can be managed at the folder level or at the document level, and individual exceptions can override the defaults.
Permission levels
Three permission levels apply to both team members and clients. They can be set as folder defaults or as individual exceptions per document or folder.
| Level | What it allows |
|---|---|
| None | Hides the item from the team member or client |
| View | Lets the team member or client see the item, but not edit, delete or upload items to folders |
| Edit | Lets the team member or client edit, delete and upload items to folders |
Permission inheritance
Access to a top-level folder is automatically inherited by all its subfolders and documents. If a document is moved to a different folder, it adopts the permissions of the new folder.
Individual permissions override default settings and let you customize access per document or folder for team members and clients. Individual permission settings applied to a specific document do not affect the access settings of other documents within the same folder.
View permission info
Document permissions are visible in:
- Documents > Client Docs > Docs
- Clients > Accounts > Docs
The list shows an Individual permissions column and, to its right, a column for the default access level.
Icon meanings
| Icon | Name | Meaning |
|---|---|---|
 | Individual permissions | Appears when default permissions were changed for team members or clients. If there are no exceptions, the Individual permissions column is empty |
 | Client can view and edit | Documents inside the folder are shared with clients: clients can view, edit and delete them, or move them to different folders |
 | Client can view | Documents inside the folder are shared with clients: they can see them but cannot delete, edit or manage them |
 | Private | Documents inside the folder are not visible to clients. A private folder is a safe place to store materials related to clients that they don’t necessarily need to see |
Default permissions
Firm owners and admins have full access to all folders and documents across the portal by default, and they can manage document access for all clients and team members. Other team members’ access is controlled through access rights granted by a firm owner or admin.
Default access is determined by folder structure and account assignments:
| Default document access type | To view/download | To upload/edit | No access |
|---|---|---|---|
| For a team member | Assign a client account or give View all accounts access right | Assign a client account or give View all accounts access right AND give Manage documents access right | Revoke client account access or View all accounts access right |
| For a client | Put documents into the Client can view top-level folder | Put documents into the Client can view & edit top-level folder | Put documents into the Private top-level folder |
Note
Every client account must have at least one folder with Client can view and edit
access level. This folder is named Client uploaded documents by default and is hardcoded with this exact name and access level. You can rename it, but you cannot delete it. Individual permissions
Individual permissions override the default folder access for specific users, without changing the overall folder structure. You can use them to:
- Give a team member or client access to a single document even if they don’t have access to the entire folder
- Hide a specific document from a client even if it sits in a viewable folder
- Share a document from a Private folder with a client without moving it
Set individual permissions
To grant a person individual permission to documents:
-
Go to the Docs section, either from the Clients > Accounts page or from Documents > Clients Docs.
-
Go to the Docs section, either from the Clients > Accounts page or from Documents > Clients Docs.
-
Click the three dots next to the document or folder and select Manage permissions.
-
Choose whether you want to change permissions for your team members or for the client by switching to the appropriate tab.
-
Select the person whose permissions you want to edit. You can update permissions for one person or apply changes in bulk.
-
Choose the desired access level: View, Edit, or None.
-
Click Save.
-
After uploading a document via the Windows app , click Manage access in the file actions menu. This opens the document permissions page in your browser, where you can set individual access for team members and clients.
Revoke individual permissions
If you don’t need the person to have individual permission anymore, you can revoke it at any time:
-
Go to the Docs section, either from the Clients > Accounts page or from Documents > Clients Docs.
-
Click the three dots next to the document or folder and select Manage permissions.
-
Choose whether you want to change permissions for your team members or for the client by switching to the appropriate tab.
-
Select the person whose permissions you want to revoke. You can update permissions for one person or apply changes in bulk.
-
Choose Reset to default.
-
Click Save.
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