Please note, only admins will be able to lock documents.
Sometimes you don't want documents be updated - for example once the minutes of a meeting have been signed off. To do this, an admin can "lock" the file.
This means that only admin users will be able to rename, move, or delete the file. Non-admin users can still view and download locked items.
Click on the three dot menu to the right-hand side of the document and select Lock.
Once you've done this, a small padlock icon will appear next to the document
which means only Admins can change these documents. However, this does not restrict viewing or downloading access.
Troubleshooting Access Issues
If you or other users encounter issues accessing a document or folder marked as locked, consider the following steps:
Verify the Shared Link: Ensure that the shared link points directly to the specific document rather than the parent folder. Sharing a folder link may lead to navigation restrictions, causing the document to appear inaccessible.
Reshare the Correct Link: If the link is incorrect, generate and share a direct link to the document. This ensures that recipients can access the intended file with the appropriate permissions.
Documents uploaded by admins automatically start off as locked. Admins can unlock a document by clicking the three dot menu and selecting Unlock. The padlock icon will no longer show next to the file and it can once again be renamed and moved.
Best Practices for Managing Locked Items
Admin Responsibilities: Admins should be mindful when locking items, as this action restricts editing capabilities for non-admin users. Locked items are particularly useful for safeguarding important documents from accidental changes.
Sharing Guidelines: Always double-check the links you share to ensure they provide direct access to the intended document. This minimizes confusion and access issues for recipients.
