Prismara SpacesHow-to guide

Manage access to a space

Applies to Administrators
⏱ 10 min

As a space owner, you decide who can use your space and what they can do. This article shows you how to add members, give a folder different permissions from the rest of the space, and check who did what.

Before you begin

You need the Owner role on the space, or to be a Prismara Spaces administrator in your organisation.
Where possible, add groups rather than individual people, so access follows people as they join or leave a team.

Roles in a space

Role	What they can do
Owner	Everything an Editor can do, plus manage members, permissions, settings and the second-stage recycle bin.
Editor	Add, edit, move, delete and share files and folders.
Viewer	Open and download files. Can’t make changes.

Add members to a space

Sign in to Prismara Spaces at https://spaces.prismara.eu and open the space.
Select Members in the left-hand pane, then select Add members.
Enter the name or email address of each person or group, for example alex.muster@contoso.example.
Choose a role: Owner, Editor or Viewer.

Screenshot pendingThe Add members dialog with a demo person and a demo group added and the Editor role selected
Select Add. Each new member receives an email with a link to the space.

To change someone’s role, select their current role in the Members list and choose a new one. To remove them, select Remove from space.

How permission inheritance works

By default, permissions flow down: a library uses the space’s permissions, and a folder or file uses its library’s permissions. When you add a member to the space, they get access to everything in it.

Sometimes one folder needs different access — for example, a Salaries folder in the Finance space that only a few people should see. For that folder, you can stop inheriting permissions. The folder then keeps its own list of who has access, and changes to the space’s members no longer apply to it or to anything inside it.

Give a folder its own permissions

Select More options (…) next to the folder, then select Manage access.
Select Advanced > Stop inheriting permissions.
Read the message and select Stop inheriting. The folder starts with a copy of the permissions it had before, so nobody loses access straight away.

Screenshot pendingThe Manage access panel for a demo folder named Salaries, showing a This folder has its own permissions banner and the member list
Remove the people or groups who shouldn’t have access, and add any who should.

To undo this, open Manage access on the folder and select Advanced > Inherit permissions again. The folder’s own permissions are discarded and it uses its library’s permissions again.

Review activity

The Activity view shows who added, changed, shared, moved or deleted content in the space.

Open the space and select Activity in the left-hand pane.
Filter by person, library, type of action or date range.

Screenshot pendingThe Activity view of a demo space filtered to Shared actions, listing demo users, items and times
Select an entry to open the item it relates to.

How people sign in to Prismara Spaces is set once for your whole organisation, not per space. People sign in with their Prismara Identity account, or with their Microsoft work account if your organisation still uses Microsoft Entra ID. See Sign in to Prismara Spaces.

Your organisation can choose:

Setting	What it does
Create accounts automatically	When someone with your organisation’s email domain, for example `contoso.example`, signs in for the first time, their Spaces account is created for them. If this is off, an administrator must add each person first.
Admin rights from a group	Prismara Spaces administrator rights follow a group in your identity provider. Each time someone signs in, they’re given admin rights if they’re in the group, and lose them if they’ve been removed from it.
Password sign-in	Turn password sign-in off completely, or keep it only as an emergency route for administrators if your identity provider is unavailable. Anyone given a password account must set their own password the first time they sign in.

SovSec sets these for you as part of the managed service. To change them, ask SovSec. See How Prismara is delivered.

Verify

Ask a new member to open the space at https://spaces.prismara.eu. They see the space and can do what their role allows. A member without access to a folder with its own permissions doesn’t see that folder.