A 'Board Only' folder in BoardPro ensures that only Board Members, the Chair, and the Board Secretary can access its confidential contents. This restricted folder is designed to store sensitive documents securely.
By using these folders, you can securely store sensitive documents while also linking them to agenda items for better confidentiality management.
Note: In a committee this is called a committee only folder and has the same functionality as a board only folder, except that its for a committee.
Who can add one?
Chairs and Board Secretaries can create the folders and add documents.
Administrators who are also listed as board members can manage these folders.
Note: Those with the Board Secretary access level can manage a board only folder, even if they do not have the Board Member box ticked.
Who has access?
All Board Members (regardless of their access levels), Chairs and Board Secretaries. Specific board members cannot be excluded from a board only folder - the whole board, Chair and Board Secretaries can view a Board only folder's contents.
Things to note with a Board Only Folder:
Only Board Secretaries and people with a tick in their Board Member box can access a Board Only folder. See Managing People to set a person as a Board Member.
A file/document that is inside a Board Only Folder cannot be directly attached into an agenda item.
Sub-folders of restricted folders are also restricted.
Restricted documents can be linked in an agenda description, allowing only authorised users to access them via the link, while others will receive a permissions error. Ensure these links are distributed securely to avoid unauthorized access and to maintain document confidentiality.
If the "Board Member" role is not ticked, the Board Secretary access level will still be able to access restricted folders.
Workarounds for Agenda Descriptions
Details added to an agenda item’s description field appear in both the agenda and the Board Pack. To keep sensitive content private:
Store sensitive details in Governance Documents.
Link directly to these documents or folders in the agenda item’s Description or in the Meeting Notes. This ensures the agenda remains concise while granting access to privileged content.
Limitations in Agenda Access and Permissions
BoardPro does not support restricting specific parts of an agenda from particular members. To manage access and confidentiality more effectively:
Utilize the Board Only folder feature to control document visibility and access strictly to authorized members.
Store sensitive documents in external repositories like Google Drive or OneDrive, and share links only with intended recipients.
How to Restrict a New Folder
Open your Governance Documents folders from your Documents menu on the left-hand side.
Click Add New Folder
Add a Folder name, then tick the 'Board Only' box and click Add Folder.
When the folder is created, a lock will be beside the title, showing it is restricted.
On the right-hand side, under the context menu, there is the option to un-restrict this folder.
How to Restrict an Existing Folder
Click the three dots to the right of the folder you want to restrict and select Restrict.
Useful links:
Roles and Permissions
Add a Folder