# Workspace and Folder Access

Workspace and folder access is your “scope control” layer. Use it to segment projects by team, function, or sensitivity.

Folder access works alongside:

* [Role-Based Access Control (RBAC)](https://docs.stackai.com/welcome-to-stackai/security-and-governance/security-in-stackai/role-based-access-controls-rbac-and-groups) (what users can do)
* [Connection and Knowledge Base Permissions](https://docs.stackai.com/welcome-to-stackai/security-and-governance/security-in-stackai/connection-and-knowledge-base-permissions) (who can view/use specific resources)

### What folder access controls

Folders are **public by default**. When you make a folder private, only the allowed users and groups can see:

* the folder
* the projects inside that folder

This is the simplest way to ensure teams only see the projects meant for them.

{% hint style="info" %}
Folder access controls **visibility in the StackAI workspace**. It does not replace interface security for published deployments (SSO, password, allowlists).
{% endhint %}

***

### Make a folder private

Use private folders for projects that include sensitive data, regulated workflows, or restricted connections.

{% stepper %}
{% step %}

### Open the folder settings

Go to the Projects dashboard. Find the folder you want to restrict. Open the folder’s settings menu.
{% endstep %}

{% step %}

### Enable private access

Turn on **Private Folder**. Add the users and groups that should have access.
{% endstep %}

{% step %}

### Confirm access

Verify that only the selected users and groups can see the folder and its projects.
{% endstep %}
{% endstepper %}

<figure><img src="https://3697023207-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFSlso1Kjob5CLDrh0dVn%2Fuploads%2FzkTTYERFA2uMBKTfDlr5%2FScreenshot%202026-01-23%20at%2012.29.12%E2%80%AFPM.png?alt=media&#x26;token=1c740034-abe8-4395-902c-3682c4be2ba7" alt=""><figcaption><p>Example: configuring a private folder and selecting who can access it.</p></figcaption></figure>

### Update folder access

You can update folder access at any time. Changes apply immediately.

To update access:

1. Open the folder’s settings.
2. Add or remove users and groups from the allowlist.

To make the folder public again, turn off **Private Folder**.

### Best practices

* Prefer **groups** over individual users.
* Create dedicated folders for sensitive teams (Legal, Finance, HR).
* Keep production workflows in a restricted folder to reduce accidental edits.

### How folder access interacts with permissions

Folder access is a visibility layer. It typically works like this:

* **Folder access** decides whether a user can see a project in the workspace.
* **RBAC** decides what that user can do after they can see it (build, edit, run).
* **Connection and Knowledge Base permissions** control who can view and manage those resources directly.

{% hint style="warning" %}
If a workflow uses sensitive connections or Knowledge Bases, do both:

1. Put the workflow in a **private folder**.
2. Restrict the **connection / Knowledge Base** to the same users or groups.
   {% endhint %}

### Settings visibility by role

The Settings menu depends on your role.

{% tabs %}
{% tab title="Admins" %}
Admins can access all organization settings. This includes governance, security, and user management.

<figure><img src="https://3697023207-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFSlso1Kjob5CLDrh0dVn%2Fuploads%2F9WeRGwhuCymy52IXVIK3%2FScreenshot%202026-01-23%20at%2011.36.33%E2%80%AFAM.png?alt=media&#x26;token=bcd34151-f87c-4857-ae3a-1376f1342f2a" alt=""><figcaption><p>Settings menu for Admins.</p></figcaption></figure>
{% endtab %}

{% tab title="Editors" %}
Editors have limited access to Settings. They can build and manage projects, but can’t manage org-wide controls.

<figure><img src="https://3697023207-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFSlso1Kjob5CLDrh0dVn%2Fuploads%2FwBNbrkJNU4FzAGMizG3o%2FScreenshot%202026-01-23%20at%202.07.22%E2%80%AFPM.png?alt=media&#x26;token=58a064e5-476f-4670-91b8-fce9c2e998a4" alt=""><figcaption><p>Settings menu for Editors (Limited).</p></figcaption></figure>
{% endtab %}

{% tab title="Users & Viewers" %}
Users and Viewers don’t have access to organization settings. They primarily work from the Projects dashboard.

<figure><img src="https://3697023207-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FFSlso1Kjob5CLDrh0dVn%2Fuploads%2FK2FtPrina1ecn3YLq33X%2Fimage.png?alt=media&#x26;token=8018a6fc-9146-40b4-9617-af2034e334b7" alt=""><figcaption><p>Projects dashboard for Users and Viewers.</p></figcaption></figure>
{% endtab %}
{% endtabs %}

### Troubleshooting

#### I don’t see the “Private Folder” option

Your role may not include access to manage folders. Check your permissions in [Role-Based Access Control (RBAC)](https://docs.stackai.com/welcome-to-stackai/security-and-governance/security-in-stackai/role-based-access-controls-rbac-and-groups) or ask an admin to update your access.

#### A user can’t find a project

Confirm:

* The project is in the expected folder.
* The user (or one of their groups) is included in the folder allowlist.
* The user’s role allows the action they’re trying to take (view/run/edit).