File permissions

Folder permissions decide who can see and download what. Permissions are set at the folder level. Files inside inherit from the folder.

Who can have access

Five categories of viewer:

• Staff users — your PropLink users. Default access for all folders.
• Residents — leaseholders and tenants on ResidencePort.
• Contractors — vendors with active ContractorPort sessions for a specific work order.
• Building Safety Regulator — when BuildingThread ships.
• External recipients — through one-off shareable links.

Set folder permissions

1. Open the folder.
2. Click Permissions.
3. Tick which categories can access:
   • Staff — sub-options for specific roles or scoped users.
   • Residents — toggles ResidencePort visibility for residents linked to the parent site.
   • Contractors — sub-options to limit by work order.
   • External link — generate a signed URL with an expiry.
4. Save.

Default visibility

Sensible defaults apply to standard folders:

• Compliance/ — staff only by default. Residents see specific certificates only when explicitly added.
• Insurance/ — staff only. Schedules can be shared on request.
• Year-end packs/ — visible to residents linked to the site.
• Section 20/ — visible to residents during the consultation period, then archived.
• Plans and drawings/ — staff only by default.
• Photos/ — staff only.

Override on a per-folder basis as you need.

Sharing one file

For a one-off share without changing the folder's permissions:

1. Open the file.
2. Click Share.
3. Pick how:
   • Send by email to a contact in PropLink.
   • Generate a one-time link with an expiry (default 7 days).
4. Confirm.

The link is recorded on the audit log so you know who you sent it to.

Permission audit

Open Settings → Audit logs → File access to see who has viewed or downloaded each file. Useful for sensitive folders (HRB safety case, claims under investigation) where access tracking is needed.

Removing access

1. Open the folder's permissions.
2. Untick the category that should lose access.
3. Save.

PropLink invalidates any active links from that scope. Cached copies on a recipient's device may persist; permission changes do not retroactively delete what has already been downloaded.