Library permissions in Aligned have two separate layers: Governance controls who can manage the Company Library folder structure, and Access controls who can see folders and files. This article describes both layers, how they interact with User Groups, and what each role can do in Company Library and My Library.
Prerequisites
Plan: Available on all plans.
User Group-based folder access is available on Pro and Enterprise plans only. On other plans, Team Folders are set to Everyone.
Role: Admins and Account Owners manage Company Library governance and folder access. Users and Managers have view access by default, with upload and edit capabilities controlled by the account setting "Everyone can upload and edit files in the library". Every user has full control over their own My Library.
The two permission layers
Governance - who can manage the Company Library folder structure: creating, editing, moving, archiving, and deleting folders, and setting or changing folder access. Governance is granted automatically to Admins and Account Owners only and cannot be delegated to Users or Managers through the account toggle.
Access - who can see folders and files in Company Library. Access is set per Team Folder as Everyone or one or more User Groups. Access does not grant governance.
"Only me" is not available in Company Library - it applies implicitly to My Library only.
Permissions matrix
Capability | Admin | Manager / User (toggle ON) | Manager / User (toggle OFF) |
View Company Library files based on folder access | ✓ | ✓ | ✓ |
Search, download, and add Company Library files to Rooms | ✓ | ✓ | ✓ |
Upload files to Team Folders they have access to | ✓ | ✓ | - |
Edit, move, delete files they own in Company Library | ✓ | ✓ | - |
Create, edit, move, archive, delete Team Folders | ✓ | - | - |
Set or change Team Folder access | ✓ | - | - |
Archive and restore Company Library content | ✓ | - | - |
Move files between Company Library and My Library | ✓ (own My Library) | - | - |
Full control over own My Library (folders, upload, edit, move, delete) | ✓ | ✓ | ✓ |
See another user's My Library | - | - | - |
How to set or change Team Folder access (Admins only)
Team Folder access defines who can see the folder and everything inside it. Access options are Everyone or one or more User Groups.
Open the Team Folder in Company Library.
Open the folder actions menu and click Folder access.
Choose Everyone or select one or more User Groups.
If access is being widened (adding a group or switching to Everyone), choose:
Apply to this folder only (default), or
Apply to this folder and all subfolders.
Confirm to save.
Important rules for Team Folder access:
A child Team Folder must be as restricted as, or more restricted than, its parent.
Narrowing access on a parent folder is blocked if a subfolder still needs the group being removed. The system shows the list of blocking subfolders with a direct way to update them. Update those subfolders first, then retry.
A Team Folder's access cannot be saved with no groups selected - it must be set to Everyone or at least one User Group.
The account setting: "Everyone can upload and edit files in the library"
This account-level setting controls whether Users and Managers can contribute files to Company Library.
Toggle ON - Users and Managers can upload files to Team Folders they have access to, and can edit, move, and delete files they own. They still cannot create, edit, move, or delete Team Folders. They cannot change folder access. They cannot move files between Company Library and My Library. They cannot archive or restore content.
Toggle OFF - Users and Managers can only view, search, download, and add Company Library files to Rooms.
This setting does not affect My Library. Every user can always create folders and upload files in their own My Library.
Admin capabilities in Company Library
Create, edit, move, archive, and delete Team Folders and subfolders.
Set or change Team Folder access.
Upload, edit, move, archive, and delete any file.
View the Archive area and restore any archived folder or file.
Move files and folders between Company Library and their own My Library.
Admins cannot see or manage another user's My Library.
User and Manager capabilities in Company Library
Users and Managers can always view, search, download, and add Company Library content to Rooms, based on Team Folder access.
Additional capabilities depend on the "Everyone can upload and edit files in the library" setting:
Toggle ON:
Upload files into existing Team Folders they have access to, and edit, move, and delete files they own.
Cannot create, edit, move, or delete Team Folders.
Cannot change folder access.
Cannot move files between Company Library and My Library.
Cannot archive or restore content.
Toggle OFF: View, search, download, and add to Rooms only.
My Library capabilities (every user)
Every user has full control over their own My Library: create, edit, move, and delete My Folders and files. My Library is a flat structure - My Folders live at the root and cannot contain subfolders. The account toggle does not affect My Library. Archive is not available in My Library. Admins cannot see or manage another user's My Library.
User Group deletion rules
A User Group cannot be deleted if it is the only access set on any Team Folder, including Archived Team Folders (because archived content can be restored later). The deletion screen shows the list of blocking folders, including whether they are Archived, with a direct way to update each folder's access before retrying the deletion.
Troubleshooting & FAQ
Q: Why can't I narrow a parent folder's access?
Narrowing access on a parent folder is blocked if any subfolder still needs the group being removed, because a subfolder must stay as restricted as, or more restricted than, its parent. Update the listed subfolders first - remove the group from each, or change their access - then retry the change on the parent.
Q: Why can't I delete a User Group?
A User Group cannot be deleted if it is the only access set on any Team Folder, including Archived Team Folders. Open each folder listed on the deletion screen, change its access to Everyone or another User Group, then retry the User Group deletion.
Q: Why can't I create a Team Folder as a Manager with the upload toggle on?
Creating Team Folders is restricted to Admins and Account Owners, regardless of the account toggle. Managers and Users with the toggle on can upload files into existing Team Folders and manage files they own, but they cannot create or modify folder structure.
Q: Can I make a Team Folder visible to only myself?
No. "Only me" is not an access option in Company Library. For personal content, use My Library - it is private by default and visible only to the owner. For a small-audience Team Folder in Company Library, set access to a specific User Group.
Q: Can admins see other users' My Library?
No. Every My Library is visible only to its owner. Admins cannot open, search, or manage another user's My Library.
Q: Why does the User Group deletion screen include Archived folders?
Archived content can be restored later, and restoring a folder must result in a valid access state. If a User Group were deleted while it was the only access on an Archived folder, that folder would be invalid when restored. Update access on all listed folders (active and archived) before deleting the group.