Create team folders

Watch: Manage team folders

About team folders

Refer to the table below to see at-a-glance what users and admins can do with different access permissions on a team folder:

*Admins with access to Document Discovery can view all documents on the account, regardless of access permission for the document. Non-Document admins need to have at least “View” access permissions to the team folder or document in order to view them in the Documents list.

Here are more details about team folder access permissions:

• Only the account owner and account admin can move folders into a team folder.
• The account owner and account admin can always move documents in and out of a team folder, regardless of their permissions. Users can move a document or board out of a team folder only if they have at least “Edit” access on the team folder.
  • If the destination of the document or board is another team folder, a user needs at least “Edit” access to that team folder as well to move the document there. If the destination is a standard folder, users need “Edit and Share” access for the standard folder.
• When a user with at least “Edit” permission moves a document or board out of a team folder and into their personal documents, they become the new document owner.
• Users will never have fewer permissions to a document or board within a team folder than they do to the team folder itself. Lucid defaults to the highest level of access permissions between the two.
  • For example, users with “Edit” permissions on a team folder have access to edit all documents within the team folder and cannot be restricted to “View” access on individual documents.
  • However, users with “View” permissions on a team folder can be granted “Edit” permissions to specific documents within that team folder.
• If a document from a shared folder is moved into a team folder, collaborators on the shared folder will lose access and collaborators on the team folder will gain access.
  • If a document is shared directly with a collaborator, they will keep access.
• Even if you are the original creator of a document or board in a team folder, it is possible that you could lose access to that document or board if you are removed from the team folder.

The difference between team folders and shared folders

Both team folders and shared folders enable collaboration. The main difference between a team folder and a shared folder is ownership. A team folder is owned by the account where a shared folder is owned by an individual. Because of this, a team folder cannot exist within a shared folder. With team folders:

• You can more easily grant users access to the Lucid documents they need. Team folders can be made accessible to all users, a group of users, and individual users.
• You won’t lose any documents a user has added to a team folder if they are removed from the account or moved to another team. They can be removed and their documents will remain in the Enterprise account as the team folder and its contents are owned by the account. Conversely, if a user on your account owns a shared folder and leaves the company, you could lose access to their documents since they have ownership of the shared folder and its contents.

Lucid takes document ownership seriously. To ensure you don’t lose access to important team documents, it is important that permissions and ownership are set up in the way that makes the most sense for your organization.

To summarize, use team folders when you want the folder and its contents to be owned by the account. You can grant access to users, or groups of users, on the account. Use shared folders when you want to specify a single user as the owner of the folder and its contents.

Create and share team folders

Read the sections below for steps to create a team folder, add or move Lucid documents into it, and share it with collaborators.

Create a team folder

To create a new team folder, follow these steps:

1. From the Lucid Home Page, select +New in the top-left corner.
2. Hover over "Folder" in the dropdown.
3. Select Team folder.
4. Type a name for the team folder.
5. Click OK.

To add documents to a team folder, you can:

• Move an existing document you own into a team folder.
• Create a new document or board within the team folder.

Only admin can move folders into a team folder. If you are not an admin and you need to move a folder into a team folder, share the folder with the account admin and ask them to move it into the team folder.

Share a team folder

If you have “Edit and Share” access permissions on a team folder, share the team folder with collaborators by following these steps:

1. Hover your cursor over the team folder.
2. Select the More options icon.
3. Hover your cursor over "Share".
4. Click Share.
5. Under “Individual access” add the people or Lucid groups with whom you want to share, or toggle on the option to generate a Shareable link.
6. Set permissions from the dropdown to the right.
   
7. Click Invite.

Adjust team folder access permissions

To change access permissions on a team folder for yourself or a collaborator, you need “Edit and Share” permission on the team folder.

Review and adjust individual and group permissions by following these steps:

1. Navigate to the Lucid Home Page.
2. From the left-side menu, select Documents.
3. Select the team folders dropdown from the list.
4. Locate the team folder and select the More options icon.
5. Hover your cursor over "Share".
6. Click Share.
7. In the modal that appears, select Manage in the bottom-right corner.
8. Use the dropdown to adjust permissions for individual users and groups.
   
9. Click Done.

To remove yourself or another person as a collaborator, follow the instructions above to step 5 and click the X icon to the right of a name.

Delete a team folder

In order to delete a team folder, you must have at least “Edit” access for that team folder. If you are unable to delete a team folder, it is likely your account admin has restricted access to team folder creation. 

To delete a team folder:

1. Hover your cursor over the team folder.
2. Select the three-dot More icon.
3. From the menu that appears, select Move to Trash.

When you delete a team folder, the folder and the documents within it will be moved to the trash for all team folder collaborators—not just for the person who deleted them. Only users with “Edit” access or higher can restore the deleted team folder and its contents from the trash.

If you do not want to permanently delete a team folder, but want to remove yourself as a collaborator instead, you must first add another collaborator and grant them “Edit and Share” access before you remove your own permissions. See the Adjust team folder access permissions section for detailed steps.

For admins: Manage team folder settings

To access admin settings for team folder management in the Lucid admin panel:

1. Select Admin from the left-hand Lucid menu.
2. Click Security.
3. From the dropdown menu, select Feature controls.

Migrate a team folder to a team hub

You can move one or more team folders into a team hub to keep documents and folders in a central location. Once completed, this cannot be undone—you can’t revert the folder back into a team folder.

To move a team folder into a team hub, follow these steps:

1. From the Documents page of your Lucid account, select Team folders from the navigation menu on the left-hand side.
   
2. Select the team folder you want to migrate into a team hub.
   • If you want to migrate multiple, you can select more in step 4.
3. Click the Move to team icon at the bottom of the thumbnail.
4. Select additional team folders to move to the team hub, if you have more than one.
5. Click Continue.
6. Under “Choose team”, select a team from the dropdown or click + New team to create a new team.
7. Click Continue.
8. If collaborators on the team folder are not already team members of the team hub, use the dropdown menu under “Review permissions” to determine whether to add them to the new team or not, then click Continue.
   • The “Review permissions” panel only appears if team folder collaborators are not already members of the team hub.
9. Click Move.

Team members can now access migrated team folders in their "Shared with me” folder or from the team hub Documents page.

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