How to Keep Everything Organized and Maintain the Correct Permissions

This guide walks you through where to create the weekly notes, how to move them at the end of the week, and how to be sure permissions stay correct every time.

1. Use a top level “Staff Notes for Leadership – Edit" folder

This is the only place where the team should create and edit their weekly notes.

What you do each Monday:

  • Open the Staff Notes for Leadership – Edit folder

  • Create a new copy of the weekly notes template (or last week’s notes)

  • Name it with the correct date, like DeptName – Weekly Notes – 2025-01-05

Everyone in the department automatically has edit access here, so you don’t have to share anything manually.

2. Move the file at the end of the week to Leadership Notes - Read Only

When the week wraps up, move the completed notes into the Leadership Notes – Read Only folder.

When first creating this folder or any sub folder, make sure to add Leadership_Internal group with Can View access.

How to grant access to Leadership_Internal:

  • Right click on the folder or file and select Manage Access
  • Click the little person with the + in the upper right of the dialog box
  • Type Leadership_Internal and select the group, select the pencil and click Can View, uncheck Notify people, and then click the Grant Access button

How to move it:

  • Right-click the file

  • Select Move to

  • Choose Leadership Notes – Read Only

Once it lands in that folder, set the access on the file so it has the correct permissions:

  • Navigate to Leadership Notes - Read Only folder

  • Right click on the file you just moved and select Manage Access.

  • Click Groups and then [Dept] Team Members:

  • Click the Direct Access line to edit access if it is not set to Can View. Change to Can View and click Apply.

3. Keep it tidy

Inside Leadership Notes – Read Only, drop each file into the right folder:

  • 2025

  • Week 1, Week 2, etc.

This keeps leadership from wading through a list of hundreds of files.

4. Quick things to double-check

  • Make sure weekly notes are created inside Staff Notes for Leadership – Edit, not anywhere else

  • Only move files into the Leadership Notes - Read Only - don’t copy them

  • Double check the file in the destination folder is set to Can View.

  • If you see an access request, the file was probably created in the wrong place

5. If something goes sideways

  • A team member can’t edit? The file was saved in the Read Only by mistake

  • Leadership can’t see a file? It wasn’t moved into the Read Only

  • Something feels off? Let IT know and we’ll walk through it with you