Board only folders restrict access to documents so they are visible only to board members, while still allowing you to reference those documents in meetings and agendas.
Board only folders help you:
Store sensitive governance documents securely
Maintain confidentiality while referencing documents in meetings
Control access at the folder level (instead of setting permissions per document)
Who can create and manage Board Only Folders?
The following users can create and manage Board Only Folders:
Chair
Board Secretary
Administrators who are also Board Members (with Board Member selected in their profile)
How Board Only Folders behave
Important:
Permissions apply to the folder and everything within it.
Files in a Board Only Folder cannot be attached directly to Agenda items.
Subfolders automatically inherit the folder's restrictions.
Restricted documents can be linked within Agenda descriptions or Meeting notes.
Users without permission will see an access error if they open a link to a restricted document.
Board Secretaries can access Board Only Folders even if Board Member is not selected in their profile.
You cannot restrict a folder to only selected Board Members.
Tip:
Only share links to restricted documents with users who should have access.
Create a Board Only Folder
From the left-hand menu, select Documents.
Select Governance Documents.
Select Add new folder.
Enter a folder name.
Select Board only.
Select Add folder.
Note:
A lock icon appears beside the folder name to indicate that it is restricted.
Restrict an existing folder
Select the More menu (three dots) beside the folder.
Select Restrict.
Remove restrictions from a Board Only Folder
Select the More menu (three dots) beside the folder.
Select Un-Restrict folder.
FAQs
Can I restrict a folder to only some Board Members?
No. All Board Members with access to Governance Documents can access Board Only Folders.
Why can't I attach a file from a Board Only Folder to an Agenda item?
Files attached to Agenda items are available more broadly. Linking to a restricted document preserves the folder's access permissions while allowing it to be referenced.
Why can a Board Secretary still access Board Only Folders?
The Board Secretary role includes governance document access by default, regardless of whether Board Member is selected in their profile.
Related articles