Folders Available in a Project
Within a project, users can create two types of folders:
Parent Folder
Sub-Folder
NOTE:
Users must have the Create Parent Folder privilege in order to create a Parent Folder.
To create a sub-folder, a user must hold Admin permissions on the Parent Folder where the sub-folder will be created.
This requirement is folder-specific and operates independently of any project-level Admin privileges. However, by default, Project Admins are automatically granted Admin access to any new Parent Folder that's created. This access can be modified as needed.
How Do I Create a Parent Folder?
From the top bar, select the project where you want to create the Parent Folder.
Navigate to the Files tab.
Right-click on the project name and select New > Folder.
Enter a name for the new parent folder.
How Do I Create a Sub-Folder?
From the top bar, select the project where you want to create the Sub-Folder.
Navigate to the Files tab.
In the folder tree on the left, locate the parent folder where the sub-folder will be created.
Right-click on the parent folder name and select New > Sub-Folder.
Enter a name for the new Sub-Folder.
Understanding Permissions
Permissions control who can view and edit content within a folder. They are structured by type and access level.
Types of Permissions
Category | Description |
Default Permission
| Defines the base access level for all users within the project where the parent folder was created.
|
User Permission
| Applies to individual users and overrides any role-level permissions. These permissions are specific to each selected user and affect only their access; not the access of other members in the same role or organisation. |
Role Permission
 | Applies to defined roles and is recommended for long-term management.
The permission granted to a role applies to all users associated with that role within the project. |
NOTE: User-level permissions always override role permissions. For example, if a user has the Can Download Documents privilege through their role but is assigned View Only permission for the folder, they'll be restricted to viewing only.
TIP: It is recommended to assign permissions by role rather than individual users. This way, anyone added or removed from the role automatically inherit or lose the correct access; this keeps permissions accurate without the need for manual updates.
Changing Permissions
You can manage permissions directly in the Security section of the Add Folder window.
Action | Description |
Add | Click inside the Security field and start typing the name of a user or role. Select from the dropdown to add them.
[NOTE: Newly added users or roles are assigned View & Download access by default]. |
Change | Click the permission label (e.g. Admin) to select a different access level. |
Remove | Click the X next to a user or role to remove their access. |
Permission Levels
Permission | Description |
No Access | No access to the folder. |
View Only | Can view files but cannot download them. |
View and Download | Can view and download files (requires the Can Download Documents privilege at the project-level). |
View and Link | Can view existing files and link them to folders within the same or other projects. |
Publish | Can view existing files and publish new files (including files on placeholders). |
Publish and Link | Can view, publish, and link files (including files on placeholders) across projects. |
Admin | Full control: edit, publish, link, check files in/out, view private files, and apply activity locks. |
NOTE: Each permission level includes the capabilities of the level above it in addition to its own privileges.
The following table describes the permissions available when creating a new folder:
Default Security Options
If no specific security settings are configured, the folder will be created with the following default permissions:
Permission Type | Default Setting |
Default Permission | No Access - all users within the project where the parent folder is created have no access unless permissions are explicitly granted. |
Role-Level Permission | Workspace Administrator = Admin |
User-Level Permission | Folder Creator = Admin |
NOTE: While all default security options can be modified both before and after the folder is created, the original creator of the folder cannot be deleted off the folder, however their permission type can be changed from the default Admin level.
Additional Security Options
Additional security options may be available, depending on the type of folder you're creating.
Parent Folder
Sub-Folder
Folder Type | Option | Description |
Parent & Sub-Folder | Set as Public | Allows access to the folder via a public link. |
Sub-Folder Only | Inherit Permission | Applies the same permissions, including users and their access levels, from the parent folder to the new sub-folder. |
Additional Settings
You can configure advanced folder options by clicking the Settings button in the top-right corner of the Add Folder window. These settings apply to both Parent Folders and Sub-Folders.
Setting | Description |
Set as Private on Upload | Automatically marks all files uploaded to this folder as Private. Users publishing files cannot change this setting unless Edit Privacy on Upload is also enabled. |
Edit Privacy on Upload | Allow users to override the Set As Private on Upload setting when publishing files. |
Enable Public Link | Allows files in the folder to be shared with people outside of Asite via a public link. Public links provide convenient external access but do not support audit tracking as external users aren't registered on Asite. |
Enable Simple Upload | Enables faster uploads without requiring additional file attributes or metadata to be filled in. (Ideal for quick, low-detail uploads).
Click here to learn more about Simple Upload. |
Enable QR Code | Activates the QR Code feature for file revisions (PDFs by default but can be configured for other file extensions). When scanned, the QR code confirms whether the file is the latest revision according to the project's QR configuration. |
Metadata
Users can edit metadata settings by clicking the Metadata button in the top-right corner of the Add Folder window.
The Metadata page lets you manage the custom attributes displayed when uploading files to that folder. Any changes made are specific to that folder, whether it's a Parent Folder or a Sub-Folder.
Sub-Folder's automatically inherit the metadata configuration of the Parent Folder they're created in.
NOTE: When creating a Parent Folder, the metadata section will appear empty, even if custom attributes exist at the project-level. Once the Parent Folder has been created, metadata settings can be accessed by:
Right-clicking the Parent Folder.
Selecting Edit Folder.
Clicking Metadata in the top-right corner of the Add Folder window.
How is Metadata Categorised?
When opening the Metadata page while creating a Sub-Folder, users will see a list of custom attributes.
Only attributes that use Drop-Down or Multi-Selection Box input types are displayed.
This is because these attribute types contain predefined values that users must choose between.
Other attribute types (such as free text or numeric fields) are undefined, meaning they don't have a set list of options, and therefore aren't shown in this view.
Customising Available Attribute Values
If you want to limit which attribute values appear when files are uploaded into a specific folder, you can customise the available options under each attribute name.
When the Metadata page opens, you'll see:
The attribute name, and
The display names of the input values available for that attribute.
EXAMPLE:
In the image below, the attribute is Type/ Form and its available display names (input values) include:
ABD - As-Built Drawing
AGN - Agenda
ASS - Assessment
BOQ - Bill of Quantities
CAL - Calculations
CAT - Catalogue
CER - Certificate
CHR - Change Request
CKL - Checklist
Users can choose which of these values will be available when uploading files to that specific folder.
Selecting Attribute Values
To select individual values, hold Ctrl (Windows) or Cmd (Mac) and click the values you want.
To select a range of consecutive values, hold Shift and click the first and last options in the list.
Once your selections are made, click Update.
Only the selected (greyed-out) values will appear as available attribute options when users upload files within that folder.
EXAMPLE: Upon clicking Update, only the selected (greyed) display names of input values will be available as attribute options when users are uploading a file within the selected folder.
Using the all-value Toggle
If the all-value toggle is switched on, all values for that attribute will be displayed by default when uploading files.
To restrict which values appear, switch the toggle off and select the values you want available.
Setting a Default Attribute Value
You can also define which value appears by default when users upload a file.
To do this,, click an attribute and select the radio button beside the value you want as the default.
This default value will automatically populate the attribute field during upload, but users can still change it if needed.
Check: FAQs
Related Articles: View Folder Permissions (on a Project), Edit a Folder (on a Project)