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How can I manage and resolve folder access permissions issues in Canopy?

Updated today

Description: Learn how to manage and troubleshoot folder permissions in Canopy to ensure the right team members and clients have access to the right files.


Why This Matters

Correct folder permissions prevent file visibility issues, ensure compliance, and streamline collaboration across your team. Properly configured templates and settings reduce manual work and avoid access errors during busy tax and audit seasons.


Table of Contents


Overview of Folder Permissions

  • Canopy’s folder permissions allow you to control who can view and manage client files.

  • Permissions can be:

    • Automatically granted when assigning users to a client

    • Configured manually or through custom templates

  • Correct setup ensures consistent and secure access across your organization.


Automatic Access Assignment

  1. Assign a user to a client.

  2. Select the automatic access checkbox to grant folder permissions.

  3. Once enabled, the user automatically gains access to the client’s folders—no manual adjustments required.

Note: If this setting is not enabled, access must be manually updated later.


Resolving Folder Access Issues

Troubleshooting Missing Permissions

If a licensed user cannot see files:

  1. Check Folder Permissions

    • Go to the client’s Files tab.

    • Verify the user appears under the folder’s permissions list.

  2. Verify File Organization

    • Ensure files are stored in designated folders.

    • Files in the Inbox may not inherit folder permissions.

  3. Update Folder Templates

    • Add the missing user to your custom permission template.

    • Reapply the template to refresh permissions across client folders.

  4. Enable “Folder Access” Permission

    • Allow the user to grant themselves folder access when permitted by firm settings.

New Team Member Permissions

  • By default, new team members do not automatically gain access to existing folders.

  • To automate access:

    • Enable All Current and Future Users with Client Access.

    • This ensures all users assigned to a client automatically gain folder permissions.

  • Without this setting, you must update permissions manually or bulk reapply templates.


Best Practices

  • Enable Automation: Activate automatic access to reduce manual updates.

  • Maintain Templates: Regularly review and update custom permission templates.

  • Bulk Update: Reapply templates when onboarding new staff or restructuring teams.

  • Organize Files: Store files inside client folders (not in the Inbox) for proper permission inheritance.


Summary

Folder permissions in Canopy give firms precise control over who can view and manage client files. By enabling automatic access, maintaining accurate templates, and following troubleshooting steps, you can minimize access issues and keep collaboration running smoothly.


Need help?

Contact Canopy Support or ask Penny, our AI Support Bot, for assistance.

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