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?
Only the following access levels of users can create and manage a board only folder:
Chair
Board Secretary
Administrators who are also a Board Member (ticked in their profiles) can also create and access these folders.
How board only folders behave
Important: Permissions apply to the folder and everything inside it.
Files in a board only folder cannot be attached directly to agenda items
Subfolders automatically inherit restrictions
Restricted documents can be linked in agenda descriptions or meeting notes
Unauthorised users see a permissions error if they try to open restricted links
Board Secretaries can access restricted folders even if the Board Member role is not selected
You cannot restrict a folder to only some board members.
Tip: Share links to restricted documents carefully to maintain confidentiality.
Create a board only folder
Open Documents from the left menu.
Select Governance Documents.
Click Add new folder.
Enter a folder name.
Tick Board only.
Click Add folder.
A lock icon appears beside the folder name to show it is restricted.
Restrict an existing folder
Select the three dots beside the folder.
Click Restrict.
Un-restrict a board only folder
To remove restrictions:
Select the folder’s three dots menu.
Click 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?
Attachments are visible more broadly. Linking protects the document while maintaining access control.
Why can a Board Secretary still see restricted folders?
The Board Secretary role includes governance access by default.
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