Disclaimer: This article is based on a solution provided for a specific support case. It has not been formally validated as a general best practice and may not apply to every account configuration. Please test in a sandbox account (if available) before applying to a production environment, and reach out to Zone & Co Support if you run into issues.
Overview
This article explains how to restrict access to a File Cabinet folder based on employee role — for example, limiting a payroll folder so only users with a specific role (e.g., Payroll Administrator) can access it. This is done by creating a saved search for the role, converting it into a dynamic group, then applying that group as a restriction on the folder.
I. Create a Custom Search for the Role
- Navigate to Lists > Search > Saved Searches > New
- Select Employee
- Under the Criteria tab, add Role > select the relevant role (e.g., Payroll Administrator)
- Hover on the Save button and select Save & Run
II. Create a Dynamic Group for the Role
- Navigate to Lists > Relationships > Group > New
- Select Dynamic
- Under What kind of members would you like to include?, select Employee
- Click Continue
- In the Saved Search field, enter the name of the search created in Step I
- Click Save
III. Add the Group to Your Payroll Folder
- Navigate to Documents > File > File Cabinet
- Locate the folder you want to restrict, then click Edit
- In the Restrict by Group field, enter the name of the group created in Step II
- Click Save
Result
Only employees whose role matches the criteria in your saved search (and therefore belong to the dynamic group) will have access to the restricted folder.
Notes
- Since the group is dynamic, membership updates automatically as employee roles change — you don't need to manually maintain the group.
- If a user who should have access can't see the folder, check that their role matches the criteria in the Step I search, and re-run the search to confirm membership.